Job categories Administration
Vacancy code VA/2025/B0004/29640
Department/office MP, FG, Finance Group
Duty station Copenhagen, Denmark
Contract type Local ICA Support
Contract level LICA-6
Duration Ongoing, subject to organizational requirements, availability of funds and satisfactory performance
Application period 18-Feb-2025 to 01-Apr-2025
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
- Investment Advisory Committee Support
-
Management Support
-
Logistics Management Services
-
Knowledge Building and Knowledge Sharing
1. Investment Advisory Committee Support - Support the secretary of the Investment Advisory Committee (IAC) for all administrative matters of the IAC
- Arrange all travel-related matters for the IAC members, and support personnel in the Finance Group, including ensuring appropriate security arrangements, booking of flights and hotels, processing requests for visas, etc
- Serve as the focal point for UNOPS travel agents and help implement changes to travel plans, also when changes happen with short notice.
- Tracks and keeps an overview of travel authorizations, travel claims, and DSA in UNOPS ERP system (oneUNOPS).
- Ensure that all travel activities are compliant with UNOPS policies, rules and procedures, and maintain accurate records of transactions and related correspondence
|
2. Management Support - Administrative coordination of external forums including but not limited to inter-agency Finance forums and working groups where UNOPS participates and its contribution needs to be coordinated and prepared.
- Administrative Coordination of internal Finance meetings
- Administrative Support with the review, analysis and preparation of management inputs for Finance related matters.
- Support planning of financial resources/administrative budget for administrative services.
- Support management with preparing documentation and presentations.
- Liaising for administrative matters, with key stakeholders in the Finance Group - CFO, Deputy CFO and Finance Unit Heads in a proactive and professional manner.
- Maintain a detailed filing system to ensure structured filing of relevant communication on behalf of the Chief Financial Officer.
- Perform transactional roles in OneUNOPS for the Finance Group
|
3. Logistics Management Services - Support travel authorizations, documentation, payments for team
- Provide procurement support such as obtaining quotations, bids or proposals, participating in evaluations, creating purchase orders (POs) and receipts in UNOPS ERP (oneUNOPS). Liaise with the appropriate counterpart expert in procurement for advice, in order to ensure compliance with applicable policies, rules and procedures and the best use of resources.
- Ensure timely processing and payments of all office administrative expenditures, liaising with other teams, when necessary, and maintain accurate records of transactions.
- Assist in the preparation of the administrative budget for the Finance Group, and process budget revisions and GLJEs in collaboration with HQ Admin team, as and when needed.
- Support the compilation of data, using the UNOPS ERP system, to prepare accurate financial reports to facilitate continuous monitoring of expenditure and ensure alignment with approved budgets and work plans.
- Support the monitoring of contracts for retainers and consultants associated with the Finance Group.
- Coordinate matters related to the Finance Group office space, including ensuring the provision of office supplies and equipment, and engage with relevant teams (HQ admin and ICT) when technical support is required by members of the Finance Group team.
|
4. Knowledge building and Knowledge Sharing -
Provide support in organizing, facilitating and/or delivering training and learning initiatives for personnel on relevant topics. Responsible for organizing, facilitating and/or developing training and learning initiatives related to administrative process. -
Organise induction for new staff members -
Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Finance Impact of Results: The Administrative Associate will play a pivotal role in ensuring effective and timely support to the Chief Financial Officer as well as for the broader Finance Group. |
Education/Experience/Language requirements
Education -
Bachelor degree in Finance, Economics, Business Administration, Public Administration, Management or other related disciplines is desirable but is not a requirement, and may substitute for some years of experience
Experience -
Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations.
-
Some experience in UN system organizations is desirable.
-
Experience in use of Enterprise systems such as the proprietary OneUNOPS is desirable.
Language Requirements
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
