Administration Assistant - Committees

Under the direct supervision of the Chair, the Administrative Assistant is responsible for the  following, in co-ordination with the Joint Administrative Associates: 

∙ Prepare agenda for HQCPC, and arrange the logistics of the meetings, including  photocopying and circulation of the material to be reviewed. 

∙ Preliminary screening of submissions and follow up with the submitting officers regarding  any basic missing supporting documents. 

∙ Maintaining the schedule of panel members and advisers to attend each meeting. ∙ Prepare recommendation memo in respect of each meeting with the details of each  requested award and the Committee’s recommendation. 

∙ Promptly forwarding on to the submitting officer the minutes of the HQCPC meeting and the  decision made by the Executive Chief Procurement Officer. 

∙ Compilation of statistics. 

∙ Regularly updating the HQCPC intranet page. 

∙ Maintain online records for easy reference and retrieval. Close all files and final reports on  systematic basis. 

∙ Searching through past submissions and records to respond to requests from audit or legal  teams. 

∙ Manning the shared HQCPC mailbox with the Administrative Associates and responding to  queries within the Administrative Assistant’s domain of responsibility. 

∙ Draft standard replies to queries, advice, statistics etc, and seeking critical input from all  parties concerned. 

∙ Prepare reports, charts, graphs and tables applying skills in use of technology and  information system in the organisation. Ensure accuracy and compliance with UNOPS  format and style. 

∙ Post meeting management of cases. 

∙ Interact with colleagues to exchange information on operational issues and seek co operation. Resolve routine operational and process problems and refer complex issues to  supervisor with recommendations for courses of action.

• Completion of secondary school or equivalent is required.
• A first-level university degree (Bachelor’s Degree) is desirable but not required, and may compensate for some of the required years of experience.     

• With a high school degree 6 years of experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations are required.
• A good understanding of UNOPS, its role and mandates preferably with associated field experience.

• Full working knowledge of English, including excellent drafting and editing skills;
• Knowledge of French or Spanish is highly desirable.
• Knowledge of another official UNOPS language is an asset.

• Contract type: Local Individual Contractor Agreement (LICA)
• Contract level: Local ICA Support, LICA-5
• Contract duration: 6 months - This Agreement is only for the duration of the PharmaMEX project

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.