Senior Administrative Assistant

Supporter Engagement Section,

Private Sector Partnership Services (PSP)

UNHCR Copenhagen, Denmark

Vacancy Notice No: CPH/VN/2022/035

Title: Senior Administrative Assistant

Duty Station: Copenhagen, Denmark

Duration: 22 August- 31 December 2022 (expected services to continue in 2023)

Contract Type: UNOPS LICA level 5 (Local Individual Contractor Agreement)

Application deadline: 03 August 2022 Midnight CET

Organizational Context

UNHCR is a global organization dedicated to saving lives, protecting rights and building a better future for refugees, forcibly displaced communities and stateless people. Every year millions of men, women and children are forced to flee their homes to escape conflict and persecution. We are in over 130 countries, using our expertise to protect and care for millions of people.

The Private Sector Partnerships Service (PSP) sits within UNHCR’s Division of External Relations (DER) and is responsible for mobilizing resources from the private sector for refugees. UNHCR have developed a $1 Billion Private Sector Fundraising Strategy. This strategy focuses on both Individual Giving and Private Partnerships and Philanthropy (PPH) and identifies priority fundraising markets and regions.

This role will operate primarily within the Digital Marketing, Data and Analysis (DMDA) team which advises on and delivers centralized digital, data and marketing expertise, shared technical infrastructure and platforms in support of PSP markets, HQ units, and across DER, and wider UNHCR functions to support digital engagement for fundraising and non-fundraising activities. This team sits within the Supporter Engagement Section (SES), which is part of Private Sector Partnerships (PSP).

Purpose and Scope of Assignment

The Senior Admin Assistant will report to the Senior Digital Engagement Officer.

Duties and Responsibilities

Under the overall supervision of the Senior Digital Engagement Officer, the Senior Admin Assistant will assist in the following:

• Ensure regular DMDA and FinTech team meetings are organised on a regular basis and assist the teams with booking and preparing other key meetings with internal and external parties, including collation of agenda items, minute taking and actions as well as distribution of materials.
• Manage the financial process for the DMDA team’s in-house media buying
• Assist with the preparation of the annual, quarterly, mid-year and monthly income and expenditure reports, according to the formats provided by Fundraising Support Unit in Geneva.
• Undertake expenditure recording in MSRP and monthly reconciliation of the income and expenditure accounts managed by both DMDA and the FinTech Team.
• Assist in the recruitment of staff and any affiliated workforce including, collecting candidate applications, and all administrative aspects of the recruitment, archiving and maintaining records and liaising with the relevant counterparts to ensure appointments are achieved as planned.
• Assist in delivering and processing procurement submissions, processing Individual Consultancy contracts, issuing requisitions and purchase orders and review spending authorities, linked to goods and services procured by the teams.
• Assist the teams as required with administrative support, including meeting and stakeholder coordination.
• Support teams in coordinating contracting processes with vendors and external suppliers. Track expiration dates of contract.
• Support teams with the venue selection and administration of, skill-shares, trainings and other events as planned and when required.
• Participate in data gathering, research and analysis as needed
• Work across the teams to ensure that electronic filing systems and team collaborative platforms are kept up to date.
• Perform other related duties as required.

Essential minimum qualifications and professional experience required

a. Education

• Completion of a Secondary Education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or another related field.

b. Work Experience

• At least 2 years relevant experience with High School Diploma; or 1-year relevant work experience with Bachelor or equivalent or higher.

Key Competencies

Required

• Teamwork and collaboration,
• Communication (written, verbal, presentation and interpersonal),
• Planning and Organizing,
• Analytical Thinking,
• Computer skills (in MS Office) and practical experience in working with Excel and ERP systems
• Fluency in English

Desirable

• Past experience with the UN and/or with a humanitarian I/NGO,
• Completion of UNHCR learning programmes or specific training relevant to functions of the position,
• Knowledge and experience of UNHCR financial rules procedures and processes as well as knowledge of specific UNHCR applications (MSRP, FOCUS, PeopleSoft.),
• Working knowledge of another relevant UN language
• Strong interest in digital would be an asset.

Location and Conditions

The successful candidate will be based in Copenhagen, Denmark. This position is up to the end of the year with the possibility of extension. The position is a full-time role with 40 working hours per week.

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.

A written test might be included in the recruitment process.