Country: Denmark
Closing date: 18 Nov 2016
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 Finance and Administrative Assistant position is located in the PSB Copenhagen office.
This role supports core finance, budgeting and administration aspects of the branch.
3. Major Activities/Expected Results
PSB Office Finance & Budgeting
Drafting of the annual PSB budgets - Tasks include collecting all the budget requests from the various teams on different areas (e.g Learning, Travel etc.) for Direct Procurement Pool (Annual), Third Party Procurement Pool (Annual) & Institutional Budget; compiling the budgets; presenting for to the Chief for review; providing feedback to requestors; drafting the budget for submission using a form provided by the Finance Branch.
Cost Allocation - Allocate shared common services costs, shared UN City costs & various shared office costs (such as courier, office supplies, telephone) proportionately across the various office budgets.
Liaising with headquarters on budget amendments, maintenance and rollovers.
Reviewing & processing Admin (Non-PO) invoices for payment - The task is to review that the invoices have the correct amount, the correct approvals on the invoices confirming the use of the funds indicated and that the goods/ services have been received/ rendered, the vendors are correctly set-up and there are available funds.
Providing advice & support on PSB Admin budgetary queries & issues to PSB & external staff.
Regular Analysis of PSB Admin Budgets versus Actual and Correction/Error Investigation.
GPS Budget Maintenance and Work plan Sign off Management.
Providing support and advice on issues pertaining to Atlas (for example, requisitions, purchase orders, financial receiving and budgetary issues).
PSB ICF Matrix update/maintenance.
Providing administrative support to the senior management on ad hoc tasks such as; audit queries, finance folder maintenance, common service meetings representations, and other ad hoc tasks.
UNFPA Procurement Statistics Focal Point
Preparing Annual Procurement statistics Report - Downloading the previous year's procurement statistics data & analysing to prepare it for various uses.
Produce Annual Procurement Statistics for various stakeholders including but not limited to, European Commission, Division of Oversight Services, CSB (Donor Report on Contraceptives), Joint UN Tender Group, Collaborative Procurement Group and UKTI.
Prepare statistics for the UNGM Annual Statistical Reporting & the Sustainability Indicators - UNOPS gathers reports from all UN Agencies for preparing the UN Annual Statistics Report.
Produce the UNFPA Annual Statistics Brochure - This Includes preparing the report, reviewing it with the Finance Specialist, presenting the report to the Chief, formatting the layout, getting quotes from the printing company and sending for printing.
Act as the Focal Point on other procurement statistics request received by PSB or any other branch - Procurement Statistics queries from various teams in PSB and other branches.
Produce Ad Hoc metrics analysis as requested by different stakeholders, such as for audit queries, for budget analysis etc.
Global Cargo & Inventory Insurance Focal Point
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 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's once received from the insurers.
Act as UNFPA's international procurement transit & inventory (PSB & CO) insurance focal point.
Maintaining & updating of relevant PSB Insurance Standard Operating Procedures
PSB Office Administration
PSB Store management - PSB office stock management & control and store organization
Travel Plan management - Managing & updating the travel plan quarterly & liaising with the chief on the approvals.
PSB Country Office Real Estate Management Focal point - Updating COREM for PSB & Nordic Office. This is an annual exercise.
DNK40 PO Verifier and Financial Receiver - 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.
Other (Procurement Administrative Support)
CRC Secretary back-up - 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.
Biennial distribution of PEP Kits - This will be foreseeing distribution of approximately 3,500 PEP Kits 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.
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.
Tracking shipment of prepaid vehicles with UNOPS and ensuring Atlas system is accurate and financially receiving these shipments in Atlas upon receipt of valid shipping documents - This includes following up with UNOPS on any of the prepayment done on the vehicles in order to obtain the shipping documents and the final invoices in time to financially receive the PO's, reviewing the documentations provided, following up with UNOPS to ensure that all orders are sent for prepayment.
Vendor creation focal point - Creating new vendors in the system and updating whenever needed. This also includes reviewing vendors that should be deactivated.
4. Work Relations
• Finance Staff, Purpose: Financial monitoring, Payment Processing Frequency: Daily
• IT Specialist, Purpose: System support and Asset Management, Frequency: Weekly
• Procurement Specialists, Purpose: Expediting/Reporting, Frequency: Weekly
• Procurement Assistants, Purpose: Logistical Support, Frequency: Daily
• Suppliers, Purpose: Expediting, Frequency: Daily
• Country Offices, Purpose: Expediting, Frequency: Daily
5. Job Requirements
Education:
- Completion of secondary education school is required and 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: procurement, management, business, finance, HR, small business or hotel management, or corporate finance departments or similar.
- Note that a Master’s Degree in combination with 3 years of relevant work experience may be accepted in lieu of 5 years of experience.
Experience in management of accounts (including paying bills, cash flow management, daily billing, etc. for UN organizations, small- or big companies, and/or hotels is a requirement.
Understanding of International and Public sector procurement.
Working knowledge of PeopleSoft or similar ERP system, MS Office (particularly excel) and other software applications. Knowledge of SuperOffice and Cognos report writer software is an asset.
Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage.
Experience in producing budgets and financial reports.
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
How to apply:
How to Apply
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), quoting Finance and Administrative Assistant, Consultancy , should be sent by 17:0018November 2016 (UTC+1) 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
UNFPA will only be able to respond to those applicants in whom UNFPA has a further interest.
A written test might be conducted in order to identify qualified candidates.
PLEASE NOTE THAT APPLICANTS MUST HAVE VALID WORKING PERMIT AND RESIDENCY IN DENMARK