Senior Administrative Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 4,130 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Background Information - Job-specific

1. General Background

The purpose of the Internal Audit and Investigations Group (IAIG) is to provide independent and impartial assurance and advice to improve UNOPS operations. The group reports on the use of resources administered by UNOPS and the effectiveness of internal control systems; and enhances the effectiveness of risk management, control and governance processes. Furthermore, the Internal Audit and Investigations Group leads the Executive Director’s investigations into alleged fraud, corruption, waste of resources, abuse of authority or other misconduct and violations of UNOPS regulations, rules and administrative instructions.

Functional Responsibilities

2. Purpose and Scope of Assignment The Administrative Assistant shall report to the Director of the Internal Audit Section of IAIG at Headquarters, Copenhagen and is required to provide administrative support to all audit staff within IAIG as deemed appropriate. He/She shall provide administrative assistance ensuring high quality, efficient and effective execution. The administrative assistant promotes a client-oriented approach consistent with UNOPS financial rules and regulations. No travel is expected.

3. Monitoring and Progress Controls

1. Ensures provision of effective information and document management focusing on achievement of the following results:

• Effective and systematic maintenance and updating of IAIG’s dashboard, intranet and blog for articles, news and events;
• Maintenance of archives, making sure files are properly stored and accessible in soft and hard copies; safekeeping of documents;
• Opening of new subject files as required and disposal of old files in accordance with the instructions provided by the management and UNOPS Policy on document retention

2. Provides logistical and administrative support to the Director and entire IAIG Team, focusing on achievement of the following results:

• Act as focal point for IAIG’s project management tool on scheduling, resource allocation and goal monitoring system (ie. Wrike ). Maintain and monitor the tool on behalf of IAIG management;
• Preparing travel authorizations, bookings, logistical arrangements, and managing the related records and documentation;
• Providing secretarial support for internal meetings of IAIG;
• Review of supporting documents (ie invoices, purchase order, and payment documentation) to ensure completeness, accuracy and correctness of work package, nature of costs and GL accounts codes charges;
• Preparation of Procurement Requisitions, Request for Payments and Receipts in the enterprise resource planning system (i.e. one UNOPS);
• Manage IAIG assets and office equipment;
• Perform any other administrative tasks, as requested

3. Facilitate knowledge building and knowledge sharing in the IAIG:

• Scheduling group training sessions for IAIG and managing the related records and documentation;
• Provides induction briefing on the use of the Wrike to new members of the team;
• Assist in producing and updating training and other presentation materials and documentation.

Education/Experience/Language requirements

a. Education

Completion of secondary school or equivalent. Bachelor’s degree in business administration, accounting (or related field) and a professional certification would be an asset and may compensate for some of the required years of experience, but is not a requirement.

b. Work Experience

5 years of relevant administrative experience is required at the national or international level.

c. Key Competencies

Experience in the usage of computers and office software packages (MS Office 2010 and/or newer versions) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems.

d. Language Requirements

Fluency in written and oral English required. Knowledge of a second UN working language is desirable.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: staff Contract level: G5 Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.