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Administration Assistant - Committees

Copenhagen (Denmark)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Copenhagen (Denmark)
  • Grade: LICA-5, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2020-10-26

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Background Information - Job-specific

This position will be for the duration of  Pharma MX project


The Administrative Assistant (Committees) will work in a unit of 4 people, alongside the  HQCPC Chair and the two Joint Administrative Associates. The primary focus of the unit is  running the HQ Contracts and Property Committee (HQCPC) which reviews the award of all  contracts in UNOPS over a certain value - including certain non-staff contracts - plus  property disposal and write-off requests, and also monitors the functioning of the regional  contracts and property committees. The Administrative Assistant is responsible for a variety  of administrative tasks and services. Incumbent takes routine decisions on administrative  processes based on clearly established authority and guidelines.

Functional Responsibilities

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.

∙ Perform other related duties as required. 

Education/Experience/Language requirements

a. Education 
  • 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.     
b. Work 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.
d. Languages 
  • 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.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

  • 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
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • 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.

Background Information - UNOPS

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.


We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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