Administrative Assistant - (NPSA-4)

Copenhagen

Organization: UNDP - United Nations Development Programme
Location: Copenhagen
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
Closing Date: Closed

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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Background
The Office of Procurement, within UNDP's Bureau of Management Services (BMS), plays a crucial role in providing essential support, including the training of procurement professionals within UNDP. Procurement is a cornerstone of UNDP, constituting nearly 70 percent of its program delivery. This function is aligned with UNDP's Strategic Plan and upholds best practices in public sustainable procurement.

The Procurement Training Unit is a dynamic and growing team at the forefront of professionalizing procurement across the UN system, partner Governments, NGOs, and international financing institutions. The unit organizes approximately 100 training courses annually and offers accredited formal procurement certification programs through the Chartered Institute of Procurement & Supply (CIPS), ensuring full compliance with the highest international quality and qualification standards. UNDP caters to a diverse array of UN system and Government counterparts, delivering customized training services in formats tailored to their specific needs.

Duties and Responsibilities

Under supervision of the Administrative Associate (G7) of Procurement Training unit, and in close cooperation with the training team, provides logistic and administrative support to procurement training/certification programmes to relevant UNDP operations and clients. This involves printing, packing and shipment of training course materials and supporting delivery and administration of relevant training/learning programmes.

Provides Logistic support to training courses, focusing on achievement of the following results:

Printing, copying, assembling, packing, shipping, customs clearing, tracing, tracking, quality assurance of training material etc.;
Receiving, managing, registering and import/exporting of client data, reports and documents.;
Provision of other ad-hoc inputs to preparation of training team results-oriented workplans.
Piecing together and packing various sets of training material (30 – 100 sets at a time)
Receiving stock and supplies from mailroom / suppliers (500+ pieces at a time)
Stock control - stock levels, future stock projections
Compilation of various course questionnaires, reports
Support: Receiving, Invoicing and verifying eligibility of standard course registrations
Support: Correction, follow up and organization of class assessment tests (MCQ’s)
Receiving WBA’s, correctly recording, printing, dissementating, receiving and inserting score data (Monthly)
Use of CRM, CMS and admin modules
Setting up and support for virtual Training courses
Use of DHL Online booking system
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 deadline
Think Innovatively:	LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously	LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility	LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination	LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Thematic Area	Name	Definition
Administration & Operations	Documents and Records Management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Business Management	Communication	Ability to 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 Ability to manage communications internally and externally, through media, social media and other appropriate channels
Administration & Operations	Management of Shipments	Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
Administration & Operations	Registry & correspondence management	Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives

Required Skills and Experience

Education:

Secondary Education is rquired
University Degree (Bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

Minimum of 4 years (with secondary education) or 1 year (with bachelor’s degree) of relevant experience in administration or operations support services is required.
UN or public organization experience would be advantageous.
Previous proven experience in packing and shipping material through major courier companies is required.
Previous experience in data input, stock/warehousing is an asset.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is an asset.
Experience in the usage of web-based systems would be an advantage.

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. 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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

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This vacancy is now closed.