Administrative Assistant AR-ES-FR

Where: Copenhagen (Denmark)

Extent of Work: Full Time

Click here to apply in English

Click here to see other job offers in Arabic, Spanish and French

DUTIES AND RESPONSIBILITIES

Summary of Key Functions:

  • Implementation of operational strategies
  • Effective Administrative Support
  • Support to administrative and financial control
  • Support to knowledge building and knowledge sharing in the Country Offices and Business Units

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Ensures full compliance of administrative and procurement activities in accordance with UNDP rules, regulations, policies and procedures;
  • Supports the development, maintains and updates Standard Operating Procedures (SOPs) to document and facilitate process flows for SLAs and LTAs;
  • Monitors and tracks SLA and LTA contracts;
  • Regularly collects data and assesses adherence to SLAs and LTAs against agreed Key Performance Indicators, and prepares and transmits performance evaluation reports;
  • Reviews recommendations for award of contract, under commercial LTAs and transmits analysis for approval;
  • Reviews SLA and LTA price comparisons received from Country Offices;
  • Provides inputs to preparation of administrative team results-oriented work plans.

2. Ensures effective administrative support, focusing on achievement of the following results:

  • Provides support with travel and logistical arrangements;o
  • Performs buyer role in Atlas for issuance of POs for travel and other administrative expenses;
  • Organizes procurement processes including preparation of RFQs, ITBs or RFPs, posting of tender documents and clarifications, receipt of quotations, bids or proposals, conducts public bid opening and supports preliminary evaluation of offers received;
  • Posts contract awards in accordance with UNDP’s procurement rules and guidelines;
  • Close monitoring of SLA and LTA contracts (adherence to Country Offices and contract holders to contractual terms);
  • Provides inputs and ensures quality control of CAP and ACP submissions;
  • Participate in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, take meeting minutes;
  • Supports and coordinates protocol matters such as visas, registration of staff, and other administrative matters.
  • Facilitate recruitment and personnel management; Assure due selection process of project experts and consultants is in place through advertisements in mass media or roster, participate in selection process. Collect the documentation required for the recruitments and contract extensions;

3.  Support for effective administrative and financial control in the office, focusing on achievement of the following results:

  • Reviews, verifies and reconciles a variety of data and reports ensuring accuracy and conformance with administrative rule and regulations;
  • Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables and reports;
  • Ensures proper control and filing of supporting documents of funds and activities;
  • Provides information for auditing purposes;
  • Follows-up on deliveries of SLA and LTA contract holders and ensure timely payments;
  • Follows-up on use of UNICEF “ceiling revolving facility” to waive need for advance payment;
  • Follows-up on refunds of final balance upon issuance of SOAs; prepares, shares and files minutes of relevant meetings.
  • Keep updated inventory records and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered.

4.  Knowledge building and knowledge sharing, in the COs and BUs focusing on achievement of the following results:

  • Supports training activities and briefings of business units on use of SLAs, LTAs through applicable SOPs;
  • Develops, maintains and disseminates PSM reference library in SharePoint;
  • Provides contributions to knowledge networks and communities of practice;
  • Reviews and develops information to be posted on knowledge networks;
  • Briefs staff members on issues relating to area of work

5.  Any other tasks as required and assigned by the Procurement Specialist (Copenhagen)

COMPETENCIES

Core Competencies

Innovation

Ability to make new and useful ideas work.

  • Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

  • Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

  • Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

  • Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement

  • Takes responsibility for addressing critical situations and delivering core value

Technical/Functional competencies:  Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

  • Partnerships

Knowledge of anti-corruption concepts, principles and policies and the ability to apply in strategic and/or practical situations

  • Procurement

Ability to acquire goods, services or works from an outside external source

  • Strategic Sourcing

Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations

  • Supplier Management

Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations

  • Contract Management

 Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

  • Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

  • Knowledge Management

Ability to animate individuals and communities of contributors to participate and share

  • Logistics

Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations

REQUIRED SKILLS AND EXPERIENCE

Education

  • Required: Secondary education.
  • Desirable: Certificate in Administration.
  • Asset: Professional certification acquired in the area of procurement and supply chain management including UNDP CIPS 2 or similar

Experience:

  • Required: Minimum six years of progressively relevant experience in administration or programme support services* .
  • Asset: Experience and knowledge of  UN administrative and/or procurement process

Language:

  • Required:  Fluency i English both written and oral
  • Asset: Working knowledge in French, Spanish, Russian and/or Arabic
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