Administrative Assistant

Duty Station: Copenhagen, Denmark

Application deadline: 12-Sep-2022

Women are encouraged to apply.

Overall responsibilities of the HQ Admin team:

1. Administrative Support to effective and efficient functioning of the Copenhagen office and smaller liaisons offices, support with respect to protocol issues and requests for official documentation
2. Travel and Logistics support to administrative and logistical services within procurement, events, travel, Intranet, and ad-hoc projects.
3. Inventory, Asset and Supply Management, Custodial, Common Premises
4. Support to knowledge building and knowledge sharing

Ensure effective and efficient functioning of the offices, focusing of the following results:

Administrative Support

• Compilation and preparation of briefing and presentation materials, background information and documentation for meetings.
• Organize shipments, customs clearance arrangements (import/export), preparation of documents for UNOPS shipments (received/sent).
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Effective administrative and logistical support to ensure a smooth running of the Copenhagen office. liaising with UN City Common Services and BYGST on UNOPS office issues.
• Provides support with respect to protocol issues and requests for official documentation to/from the Ministry of Foreign Affairs and other Danish public authorities.
• Provide extended support to expats and dependents in order to facilitate a high quality on-boarding service to UNOPS and Denmark.
• Provision of administrative support to other SSC units as requested by the Administration Senior Officer and Head of Support Services HQ.

Travel and Logistics

• Arrange travel and hotel reservations, booking of travels, processing requests for visas, identity cards and other documents in connection with HQ units’ travels in Copenhagen
• Provide procurement support such as but not limited to receive quotations, bids or proposals, participate in evaluations both technically and financially, creation of purchase orders (POs) and receipts in oneUNOPS (ERP system).
• Processes Travel Authorizations and Travel Claims in oneUNOPS Travel Authorization and DSA Automation (TADA) module, and purchase orders for travel activities, payments, and contracts.

Inventory, Asset and Supply Management, Custodial, Common Premises

• Custodian for management of office stationery supplies including maintenance of stock lists of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Provides support as assets verifier during UNOPS biannual physical verification

Knowledge Building and Knowledge Sharing

• Support to knowledge building and knowledge sharing through updating of HQ Admin tools.
• Maintenance of the filing system ensures safekeeping of hard copies and electronic files.

Prepaid card replenishment, reconciliation, and closure

• Coordinate with UNOPS Finance colleagues in order to process reconciliation through the use of duly signed expenditure ledger, together with all invoices;
• Make sure that the expenditures are allocated to the right projects at the point of reconciliation and that procurement procedures are followed efficiently;
• Replenishments based on balance and forthcoming purchases

Event coordination and support

• Logistical and administrative support to conferences, workshops, retreats, events and visitors for events held in Copenhagen or organized by HQ units.

Education/Experience/Language requirements

Education:

• A high school/secondary school diploma with additional four years of experience is required.
• A first-level university degree (Bachelor’s Degree) is desirable but not required, and may compensate for the required years of experience.

Experience:

• 4 years of relevant experience in general administration, logistics, or operations’ support services in national or international public or corporate organizations are required
• Experience working in Enterprise systems and in Google environment is desirable (G drive, Google Sheets and Google Docs).

Language requirements:

• Fluency in written and spoken English required.
• Basic knowledge of spoken and written Danish is an advantage.