Administrative Support Assistant

Background

Instructions to Applicants: Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 (link) and the Cover letter are combined in one file.

The following documents shall be required from the applicants:

Personal CV or P11 (link), indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

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The Office of Procurement is a part of the Bureau Management Services (BMS), in UNDP providing vital management support in areas such as administrative services, budget and finance, human resources, information and communications technology, legal issues, procurement, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions. Procurement is a fundamental component of UNDP, accounting for nearly 70 percent of UNDP programme delivery.  Office of Procurement is a global team based in UNDP/HQ New York, Copenhagen/Denmark and in Cyberjaya/Malaysia, with additional Regional  Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).

The Procurement Training Unit for which this post is needed, is a dynamic and growing team,  leading procurement professionalization across the UN system, among partner Governments, NGOs and  international financing institutions. The Training Unit conducts around 100 yearly training courses and offers formal procurement certification programmes accredited by the Chartered Institute of Procurement & Supply (CIPS) assuring full compliance with highest international quality and qualification standards. UNDP serves a large number of UN system and Government counterparts with bespoke and tailored training services, often in highly customized formats

Duties and Responsibilities

Scope of WorkUnder supervision of the Administrative Assistant, and in close cooperation with other members of the Training Unit, provides logistic and administrative support to procurement training/certification programmes to relevant UNDP operations and clients. This involves printing, packing and shipment of training course materials and supporting delivery and administration of relevant training/learning programmes.

Provides Logistic support to training courses, focusing on achievement of the following results:

• Printing, copying, assembling, packing, shipping, customs clearing, tracing, tracking, quality assurance of training material etc.;
• Receiving, managing, registering and import/exporting of client data, reports and documents.;
• Provision of other ad-hoc inputs to preparation of training team results-oriented workplans. 
• Piecing together and packing various sets of training material (30 – 100 sets at a time)
• Receiving stock and supplies from mailroom / suppliers (500+ pieces at a time)
• Stock control - stock levels, future stock projections
• Compilation of various course questionnaires, reports
•  Correction, follow up and organization class assessment tests (MCQ’s)
• Use of CRM, CMS and admin modules ? Setting up and support for virtual Training courses
• Use of DHL Online booking system

Institutional ArrangementSupervisor: Administration Assistant, Procurement Training Unit, UNDP PSU CopenhagenSalary: Will be paid upon submission of a time-sheet for days worked during the Calendar month

Competencies

Core competencies

• Achieve Results:  Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively:  Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
• Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
• Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Required Skills and Experience

Other:  for non-EU citizens a valid work permit in Denmark is required