Denmark: Administrative Assistant, G5 TA (11 months), UNFPA PSB Copenhagen

1. Organizational Location

Procurement Services Branch (PSB) in Copenhagen, this position is supervised by Finance Specialist PSB. It does not entail supervision or management to other staff.

2. Job Purpose

As a part of its mandate, UNFPA procures reproductive health (RH) commodities annually. Responsibility for the efficient execution of this mandate on behalf of UNFPA lies with Procurement Services Branch (PSB) . The Finance Team in Copenhagen supports UNFPA Finance Branch (FB), to ensure the global finance, including budgets, accounting, and treasury services – as well as initiating improvement efforts in areas of financial operations.

Reporting to the Finance Specialist, Copenhagen the Administrative Assistant position is located in the PSB Copenhagen office. The holder of this position has overall responsibility for management of all administrative activities.

Duties and Responsibilities:

The incumbent ensures timely, accurate and transparent administration processes by:

• Following established standards, practices and controls;
• Adapting for local circumstances where necessary, and;
• Advising and supporting managers for informed decision making.

3. Major Activities/Expected Results

1.Insurance

· Preparing monthly premium insurance declaration report - Transit.

· Preparing monthly premium insurance declaration report - Depleted Stock.

· Preparing monthly premium insurance declaration report - PSB Inventory

· Preparing monthly premium insurance declaration report - CO (Country Office) Inventory

· Financial Receipt of Insurance - Transit, Depleted Stock & Inventory

· Reporting & processing insurance claims - The tasks involved in this process includes reviewing the case before deciding to submit it to the insurers, reviewing all the necessary documentation needed to support the claim, calculating the claimable amount, being in contact communication with the insurance brokers, following up on any pending claims, arranging for the funds to be applied to appropriate COA (Chart of Account)'s once received from the insurers. A normal claim can take up to a minimum of 1 month & maximum of 3 months to be settled.

· Act as UNFPA's international procurement transit & inventory (PSB & CO) insurance focal point

· Maintaining & updating of relevant PSB Insurance Standard Operating Procedures

2.Office Administration

· PSB Store management (basement) - PSB office stock management & control and store organization

· Update GHG (Greenhouse Gas) Emissions Platform annually (CER) for PSB and NO (Nordic Office)

· PSB Country Office Real Estate Management Focal point - Updating internal COREM system for PSB & NO. This is an annual exercise.

· PO (Purchase Order) Verifier and Financial Receiver for local business unit (DNK40) - Financially receiving the orders under DNK40 that have been either physically received or the services have been rendered. The task includes reviewing the supporting documentation, the act of financial receiving and responding back to the buyer with the receipt number or sending payment request to UNDP

3. Fixed Asset administration

· Act as the focal point for all matters pertaining to PSB fixed assets - Responding to PSB queries pertaining to PSB assets, responding to regional teams queries pertaining to asset receipts, recording & policy, ensuring that DNK40 Asset dashboard is clean.

· Ensure integrity, accuracy & timeliness in the financial and administrative recording & capitalizing of Assets - Ensuring that the correct asset categories are used, enduring that the correct asset amount is capitalized, ensuring that the assets are recorded in Atlas correctly & on time.

· Coordinating Quarterly review of PSB fixed assets purchases to ensure that they correctly recorded in Atlas - Quarterly review of both physical assets and recorded assets and to sorting out any discrepancies found

· Coordinating Annual Asset Certification - This is done in October and reviewed in February the following year

· Ensure compliance with the annual year-end closures - Ensuring that all assets have been recorded correctly and in the right accounting year.

· Coordinating and ensuring accurate & timely disposal of obsolete/ stolen assets from Atlas records upon receiving request from the IT team.

4. HR related administration

· Prepares contracts for local staff (Fixed Term and Temporary Appointments, Individual consultants and interns), keeps records (physical and online files) of staff members

· Processes extensions of contracts.

· Determines and implements benefits and entitlements to locally recruited staff in full compliance with Staff Regulations and Rules (including but not limited to dependency allowance, language allowance, pension, etc.)

· Assist with recruitment processes (reference check, liaising with Hiring Managers, etc.).

5. Other (Procurement administrative support)

· CRC (Contract Review Committee) Secretary - The task includes preparing the CRC meeting prior to the meeting, arranging the CRC meetings, attending the CRC meeting, minuting the CRC meeting and uploading/ updating the CRC portal.

· Management of Biennial distribution of PEP (Post Exposure Preventive) Kits - This will be foreseeing distribution of approximately 3,500 PEP Kits by a consultant to over 190 countries where the United Nations are represented. This task will include recruiting an Individual Consultant to under the packaging, sending and tracking of the shipment, and finally follow up. Including reporting

· Bid tender management - Focal point for receiving PSB bids, both physical and electronically, preparing bid receipt and bid opening report, securing the bids until the opening time, and forwarding the bids to the relevant person at the opening time. In the cases where there are external observers, the bids are printed by the custodian, sealed and presented at the bid opening.

· Vendor creation focal point - Creating new vendors in the system and updating whenever needed. This also includes reviewing vendors that should be deactivated

From time to time, other tasks may be assigned by the manager during periods of heavy workload (e.g. year end, staff absences) or when a new project or activity commences.

4. Job Requirements

Education:

• Completion of secondary education school is required. A Bachelor level in Administration, Logistics, HR, Finance, Procurement, or other related field is an asset.

Knowledge and Experience:

• 5 years related work experience preferably in an international, customer focused organization. Private sector experience is highly desirable. Work experience should be within minimum one of the fields: administration, procurement, management, business, finance, HR, or similar.

• Understanding of International and Public sector procurement is an asset.

• Working knowledge of PeopleSoft or similar ERP system, MS Office (particularly Excel) and other software applications is an advantage.

• Experience with UN procurement, administration and contracting regulations and procedures will be a decided advantage.

• Knowledge of UNFPA’s mandate is an asset.

Core Competencies:

• Values/Guiding Principles;
• Performance Management;
• Working in Teams;
• Self-Management/Emotional Intelligence;
• Communication;
• Appropriate and Transparent Decision Making;
• Analytical and Strategic Thinking and Results Orientation/Commitment to Excellence; § Knowledge Sharing/Continuous Learning

Functional Competencies:

• Logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Job knowledge

Languages:

• Fluency in English
• Knowledge of other UN languages an asset

Other Desirable Skills:

• Communication, information and ideas/knowledge sharing
• Analytical and strategic thinking
• Commitment to excellence

UNFPA offers a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity, and a healthy work/life balance. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.

We offer an attractive salary, subsidized medical/dental insurance and pension benefits.

Applications in English (including letter of interest and P11 form) should be sent not later than2 May 2017, 17:00(Copenhagen time) via email to: psb.vacancies@unfpa.org.
The P11 form can be downloaded from UNFPA’s website: http://www.unfpa.org/resources/p11-un-personal-history-form

Please note that the selected candidate must have a valid residence and working permit in Denmark or in any of the countries belonging to the European Union. In case of equally qualified candidates, candidates with working permits in Denmark will be given preference.

Due to the number of applications received, UNFPA will only respond to those applicants in whom UNFPA has further interest.

The UN City is a smoke-free work environment.

There is no application, processing or other fee at any stage of the application process.

UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.