Job: ADMINISTRATIVE / ICT ASSOCIATE

Location :

Copenhagen, DENMARK

Application Deadline :

08-Oct-13

Type of Contract :

FTA Local

Post Level :

GS-6

Languages Required :

English  

Duration of Initial Contract :

One year

Background

Under the overall guidance of the Deputy Director and under the direct supervision of Operations Associate in the Procurement Support office (PSO), the Administrative /ICT Associate provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. S/he promotes a client, quality and results-oriented approach.

The incumbent works in close collaboration with the PSO Units in Copenhagen and New York and UN City Common Services Team to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: 

• Implementation of operational strategies;
• Support to effective and efficient functioning of PSO Units in Copenhagen;
• Support to administrative and logistical control;
• Support to office maintenance and assets management;
• Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the PSO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Provision of inputs to preparation of administrative team results-oriented work plans.

Ensures effective support for ICT and data analysis functions for PSO Units, focusing on the achievement of the following results:

• Research and retrieval of statistical data from internal (e.g., ATLAS) and external sources; preparation of statistical charts, tables and reports;
• Extraction of and analysis of data from various sources;
• Assistance in the installation of commercial and in-house developed software and related upgrades, including liaison with internal/external service providers;
• Assistance in trouble-shooting and monitoring of network problems, including liaison with UN House ICT Unit;
• Support management of catalogues and management information systems in Microsoft SharePoint or other platforms, as required;
• Assistance to PSO’s Global Procurement Unit in ICT procurement for Country Offices.

Ensures effective administrative support, focusing on achievement of the following results:

• Performance of a Buyer role in Atlas and preparation of POs for travel activities and office purchases;
• Manage administrative procurement processes including preparation of RFQs, receipt of quotations for PSO managed procurement processes and their preliminary evaluation;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Administrative support to conferences, workshops, retreats;
• Liaise with UN City Common Services for provision of support to PSO Units;
• Assistance in the provision of information for audit/internal reviews.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports;
• Maintenance of administrative files and records;
• 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.

Support knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in training for operations/projects staff on administration;
• Sound contributions to knowledge networks and communities of practice.

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Competencies and Critical Success Factors

Functional Competencies:    

• Building Strategic Partnerships;
• Maintaining information and databases;
• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

• Presentation of information on best practices in organizational change;
• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems

Data gathering and implementation of management systems

• Uses information/databases/other management systems;
• Provides inputs to the development of simple system components;
• Makes recommendations related to work procedures and implementation of management systems.

Client Orientation

Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Prepares timely inputs to reports.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;  
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge; management/sharing is the responsibility of each staff member;
• Informed and transparent decision-making.

Required Skills and Experience

Education:

• Secondary education Certificate is required. University Degree in Business or Public Administration desirable, but it is not a requirement;
• UNDP CIPS2 Certification would be a definite advantage;
• Technical qualifications e.g., Microsoft Certifications, Microsoft SharePoint, etc. would be an asset.

Experience:

• At least 6 years of relevant experience in administration or support services is required;
• Experience in ICT procurement would be an advantage but not a requirement;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirement:  

• Fluency in oral and written English is required.

 Note:

Only a candidate holding a valid permit to work in Denmark for the duration of the contract would be considered.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

More Info and Application