UNICEF seeks to recruit : 2 x administrative assistants, HTC and DO, Supply Division, Cph – Denmark
Job no : 517538
Work type : Fixed Term Staff
Location : Denmark
Categories : Support: Operations, G-5
2 x Administrative Assistants (GS-5 level)
Health Technology Centre & Director’s Office, UNICEF Supply Division
UNICEF works in 190 countries and territories to protect the rights of every child and has spent 70 years working to improve the lives of children and their families. Defending children’s rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world. Supplies are essential to fulfil children’s rights. UNICEF procures and supplies over 5,000 products to address the needs of children. Supporting child survival and development programmes around the world, UNICEF-procured supplies are critical in providing for children’s health, education and protecting them from abuse, exploitation and neglect.
Currently, UNICEF Supply Division is looking for qualified profiles for 2 positions as Administrative Assistants at the GS-5 level.
One vacancy is located in the Health Technology Centre, where supply operations, procurement and technical support for a broad range of health products for UNICEF Programmes and Procurement Services Partners are taking place. Under the supervision of the Chief Health Technology, the Administrative Assistant provides administrative management and reporting for a wide range of activities related to supply operations, supports administrative procurement and contracting activities; monitors the utilisation of admin operational budget, maintains the administration centre files and records, and perform other administrative duties.
The other vacancy is located in the Director’s Office, which is responsible for monitoring overall UNICEF supply operations and achievement of results. Under the supervision of the Executive Manager, this position is responsible for providing administrative and secretarial support to the Director’s Office on a range of duties and projects, with a primary focus on supporting the Deputy Directors.
How can you make a Difference?
Under the general supervision of the Centre Chief/Executive Manager, the Administrative Assistant provides overall administrative and secretarial support to the Team :
- Supports overall daily operations of the Centre/Unit, in particular regarding calendar coordination and time management, routing correspondence for approvals, preparation and planning of meetings and events, and handling of calls and visitors ;
- Performs administrative tasks related to the coordination of official travels and missions, such as preparing travel forms/documents, organising itineraries and appointments, and preparing briefing documents ;
- Supports the preparation of information material documents as required, including power point presentations for internal and external use ;
- Supports the planning and coordination of internal and external meetings and events, including producing minutes and unofficial translations as required ;
- Receives, screens, and distributes correspondence to appropriate recipients and drafts routine correspondence for issuance and/or signature as required ;
- Supports personnel administration of the Centre/Unit, including onboarding of new staff ;
- Maintains proper filing systems and document repositories. Acts as the Centre’s Knowledge focal point for the Intranet and Internet, ensuring that relevant information is posted and kept up to date ;
- Monitors daily attendance of Centre/Unit staff and prepares monthly absence reports ;
- Acts as the Centre/Unit budget focal point and maintains necessary budgetary records; prepares funds reservations and funds commitments, manages admin invoices, and monitor expenditures ;
- Performs Vision-related functions, including creating purchase requisitions and contracts for consultancy contracts, submitting performance evaluation and payment requests, and creating Service Entry Sheets for service contracts, in collaboration with recruiting officer and human resources ;
- Maintain coordinated and positive relations with other Supply Division Administrative Assistants, Management Team and other staff ;
- Any other duties as requested by the supervisor.
To qualify as a Champion for every Child you will have…
Required :
- Completion of Secondary school ;
- At least 5 years in a senior secretarial or related function, preferably in an international environment ;
- Proficiency in Word and Excel ;
- Fluency in English ;
- Valid work permit and residency in Denmark at the time of submitting the application (Note that the selected candidate is responsible for obtaining any required extension of their residence permit as such an extension cannot be dependent on an employment with UNICEF).
Desirable:
- Certified advanced secretarial training ;
- Proficiency in SAP/Vision ;
- Proficiency in additional UN Language (Arabic, Chinese, French, Russian, Spanish) ;
- Proficiency in Danish
For every Child, you demonstrate…
Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. In addition, the following functional competencies will be required for these positions :
- Analysing ;
- Learning and Researching ;
- Planning and Organising ;
- Following Instructions & Procedures
To view our competency framework, please click here : https://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf
Remarks :
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply.
The closing date is 15 November 2018. Please be informed that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process. Queries can be directed to Lilia Winkel-Petersen at lwinkel@unicef.org.
Visit us at www.unicef.org/supply/
Applications close : Romance Standard Time