Background
UN City in Copenhagen opened back in 2013 and is today the sixth biggest UN City in the Western world with 2,000 employees across 10 UN agencies and two campuses.
The UN City Common Services (CS) plays a crucial role in delivering operational support services to the various offices situated within UN City. These encompass essential services such as building maintenance, canteen and catering services, cleaning, communications, driving, fitness center management, IT helpdesk, mail services, medical support, meetings and events services, and reception.
Operated as a jointly financed unit under the patronage of UNDP, its primary objective is to enhance UN City's status as the optimal workplace environment. The establishment of this unit was a strategic response to the collective decision of different agencies to consolidate their operations under the same roof, aligning with the United Nations' \"Delivering as One\" vision. This vision sought to promote greater coordination, harmonization, and consolidation of agencies, programs, and operations whenever feasible. A unified UN house with a shared back office, exemplified by the Common Services in UN City, stood as a foundational pillar of this reform.
Under the overall guidance and supervision of the Administrative Specialist, the Administrative Clerk provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.ย The Administrative Clerk may coordinate and supervise office driver. The Administrative Clerk promotes a client, quality and results-oriented approach.
The Administrative Clerk works closely with the UN City Common Services Operations and other UN agencies' staff to exchange information and ensure consistent service delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.ย
Duties and Responsibilities
1.) ย Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.
Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. Provide inputs to the CS administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).ย Provide inputs to preparation of administrative team results-oriented workplans.ย2.) Provide support for assets management.
Maintain records on assets management and prepare reports.ย Maintain the filing system, ensuring safekeeping of confidential materials.ย3.) ย Provide support for effective administrative and financial control in the Country Office.
Assist in the preparation of budget and information for audit.ย Research, retrieve statistical data, and extract other data from internal and external sources; prepare statistical charts, tables and reports.ย Review travel authorizations, documentation, payments.ย Review and verify documents on vendor creation set-up information in ERP.4.) ย Provide appropriate and required administrative and logistical services to the Common Services.
ย Serve as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.ย Provide support to organization of procurement processes, including preparation of RFQs, ITBs or RFPs documents, and receipt of quotations, bids or proposals and their preliminary evaluation. ย Prepare POs. Organize shipments and customs clearance arrangements. ย Prepare documents/documentation for UNDP shipments (received/sent) and implement follow-up actions. ย Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations. ย Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government. ย When requested, collect information for DSA, travel agencies, and other administrative surveys. Arrange vehicle transportation, regular vehicle maintenance and insurance. Check and record vehicle daily log and gas consumption, update and maintain vehicle history report.ย Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit.ย Provide support to the organization/maintenance of common services and maintenance of common premises. Maintain files and records relevant to office maintenance.ย Maintain contacts with visitors and staff, arrange appointments and meetings, and when needed, take minutes, act as an interpreter and/or translate simple correspondence. Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions.5.) ย Support knowledge building and sharing in the Common Services.
Help organize and participate in training for the operations/projects staff on administration.ย Provide sound contributions to knowledge networks and communities of practice.ยย
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core Competencies:ย
Achieve Results
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsLearn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agilityย
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleAct with Determination ย ย ย ย
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationCross-Functional & Technical competencies:ย
Business Management / Customer Satisfaction/Client Managementย ย ย ย
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.ย Ability to anticipate client's upcoming needs and concerns.Business Management / Operations Managementย ย ย ย
Ability to effectively plan, organize, and oversee the Organizationโs business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.Administration & Operations / UN travel documentsย
Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.Administration & Operations / Entitlement travelย
Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.Administration & Operations / Asset Managementย ย ย ย ย
Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP- AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.Procurement / Procurement Managementย ย ย ย
The ability to acquire goods, services or works from an outside external source.ยย
Required Skills and Experience
Education:
Secondary education is required University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. Certifications in Administration and Procurement are desirable.Experience:
Minimum of 4 years (with high school diploma) or 1 years (with bachelorโs degree) of relevant experience in administration or programme support services is required.ย Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required. Experience in supporting procurement activities is an asset. Experience in organizing workshops, meetings and events is an advantage. Experience in logistics and travel activities is an asset.ยLanguage Requirements:
Fluency in English and Danish is required.ยImportant applicant information
All posts in the GS categories are subject to local recruitment.
Only short-listed candidates will be notified.
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
ย UNDP in UN City Copenhagen supports a smoke-free workplace.ย