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 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 supervision of the Administrative Specialist, the Registry Clerk provides reliable and timely service to public meeting rooms, conference auditorium, canteen area, archive and storage space and offices in the UN CITY Campus 1.
ย The Registry Clerk demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds and responsible for:
Assistance in shared premises asset management Assistance in event organization Administration of supplies for shared premises Assistance in implementation of staff safety measures Coordination with peer service providers on behalf of the UN Common ServicesUNDP 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.
Duties and Responsibilities
1)ย ย ย ย Ensures maintenance of registry system focusing on achievement of the following results:
Support to the management on physical assets tagging, account and disposal. ย Keeps asset records accurate and updated. Assists in assets disposal if requested.ย Performs the annual physical inventory verification exercise to ensure accuracy of records and location of property. ย Ensure that managers sign off on the physical count and correctness of the inventory system database. Assists in development and implementation of sustainable building maintenance program, including proper waste management system, ensuring that LEED certificate level is remaining unchanged or upgraded. Performs minor building maintenance services and performs ad hoc requests. Reinforces through the administrative network a proper paper recycling system. Assists in development and maintenance of UN CITY bicycle pool, including necessary contacts with bicycle workshops, preparation of SOPs and performs a new staff briefing. Maintains Common Services archive space in the basement in order and clean. Assists with proper disposal arrangement of financial and other documentation of sensitive or confidential character. Oversight of handicap parking spaces next to the building and bicycle parking spaces in the basement and outdoor. Prepare correspondence and reports related to registry activities.2)ย ย ย ย Ensures timely response and assistance in event organization focusing on achievement of the following results:
Support organizing events and meetings in the UN City Campus 1ย Provides reliable and timely service to public meeting rooms, conference auditorium, canteen area, archive and storage space and offices in the UN CITY Campus 1. Receives staff requests related to meeting room setup issues. Coordinates with the BDM Team on arrangements for more complex repairs as needed. Prepares meeting rooms with necessary supplies and maintain an up-to-date supply inventory. Orders necessary meeting room supplies and keeps distribution log updated. Performs receipt function for deliveries. Responsible for conference room setup and maintenance, including the timely movement of furniture from and to storage. Ad hoc tasks as assigned.3)ย ย ย ย Ensures timely update of the office space data and needs (UN City, Campus 1 and 2):
Regularly updates data on space and conducts monthly monitoring to ensure relevant adjustments are reflected and up to date.ย Regularly reports to Administrative Specialist on office and basement data situation and advises on availability or address the needs. Assists in organizing space needs review for current and new tenant agencies.4) Supports knowledge building and sharing in the UN City
Helps to organize and participates in training for the operations/projects staff on administration.ย Provides sound contributions to knowledge networks and communities of practice. Facilitates newcomers โon boardingThe key results have an impact on the accurate, safe, cost-effective and timely execution of the UN City Common Service services.
ย 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:
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
Cross-Functional & Technical competencies:
Business Management / Customer Satisfaction/Client Management
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.ย Look for ways to add value beyond clients' immediate requests.ย Ability to anticipate client's upcoming needs and concern.Administration& Operations / Events management (including retreats, trainings and meetingsย ย ย ย
Ability to manage events, including Venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.Administration & Operations/ Assets management
Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in Quantum, 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.
Business Management / Communicationย ย ย ย
Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.ย Ability to manage communications internally and externally, through media, social media and other appropriate channels.ยRequired 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 requirementExperience:
Minimum of 4 years (with high school diploma) or 1 year (with bachelorโs degree) of relevant experience in administration or programme/ operations support services. Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages is required.ย Handyman experience is an asset and general technical/engineering knowledge desirable. Demonstrated experience in event organizing is an asset. Prior experience in supporting in managing staff safety measures is an advantage. Experience in asset disposal and physical verification of inventory is an asset. Experience preparing correspondence related to registry activities is desired.ยLanguage Requirements:
Fluency in English is required. Fluency in Danish is an asset.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