The Position:

The Administrative Assistant position is located in the General Administrative Team within Pillar 4 – Support Services in the Supply Chain Management Unit (SCMU). The position reports directly to the Senior Administrative Associate. The Administrative Assistant will work closely with other SCMU colleagues, other HQ Business Units, the Regional Offices and the Country Offices and with a number of external partners. 

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

The UNFPA Supply Chain Management Unit (SCMU) is self-funded and was made operational in January 2022. It is tasked with ensuring that UNFPA is able to effectively and efficiently support the delivery of life-saving reproductive health products and other programme supplies to the end user when and where they are needed. To achieve this, it is important to strengthen the capacity of governments and implementing partners to ensure coordination, end-to-end visibility and accountability on all supply chain and logistics management related activities, in particular for programme supplies, across all UNFPA programmes. 

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Administrative Assistant will provide foundational support and ensuring smooth day-to-day administrative support services to SCMU. 

You would be responsible for:

You will be responsible to support the Senior Administrative Associate with: 

A. Pivotal role in administrative support services

• Oversee general office administrative needs covering the SCMU Storage room, update Greenhouse Gas Emissions Platform, act as UNFPA Country Office Real Estate Management (COREM) Focal Point, oversee office space planning, manage ID card passes and parking permits for UN City, and coordinate mail handling with UN City Mail Room. 
• Manage travel arrangements including advice on entitlements and visas, liaising with travel agencies, flight options and assisting with travel claims. 
• Serve as the focal point for SCMU conferences and meetings, ensuring efficient planning, coordination and implementation of logistical and administrative arrangements for SCMU events. 
• Oversee the supply of office materials, ensuring sufficient stock for SCMU. 
• Act as the focal point for SCMU’s fixed assets, ensuring accurate recording and capitalization, coordinating quarterly reviews, annual certifications, and disposal of obsolete assets. 
• Acts as UNFPA’s Ministry of Foreign Affairs (MoFA) Liaison in Denmark, manage registration and deregistration of UNFPA personnel with the MoFA, process residence permit applications, and keep personnel updated on policy changes. 
• Managing the procure-to-pay processes within the UNFPA ERP system, encompassing tasks such as maintaining vendor records, raising requisitions, creating financial receipts for SCMU Purchase Orders, and processing invoice payment requests. 
• Support and implement activities related to UNFPA’s Governance, Risk, Compliance and Reporting function. 

B. Capacity Strengthening 

• Developing and implementing UNFPA's capacity-strengthening initiatives. 
• Advocate for the training of supply chain professionals 
• Coach and mentor UNFPA personnel to strengthen their capacity to provide informed technical guidance in the supply chain management function. 

C. Thought Leadership, Knowledge Sharing and Advisory 

• Champion UNFPA's supply chain thought leadership through actively engaging with industry experts, participating in relevant forums, contributing to research and publications, and representing UNFPA's expertise in various supply chain management discussions and initiatives. 
• Foster an environment for knowledge retention and sharing and the creation of a community of practice for supply chain. 
• Provide counsel and support on the full range of financial management issues, incorporating best practices and continuous improvement across UNFPA. 

D. Partnerships and Resource Mobilization 

• Prominently contribute to the development of UNFPA’s value proposition and relationships with donors and partners. 
• Support SCMU’s collaboration with the Division for Communication and Strategic Partnerships to diversify funding opportunities. 
• Support SCMU’s oversight of resource mobilisation proposals for quality assurance purposes 

E. Collaboration and Representation 

• Establish effective collaboration with relevant stakeholders within UNFPA to ensure coordinated and effective tailored solutions for each area of intervention. 
• Lead the fostering of relationships with key supply chain partners with the purpose of increasing the efficiency of UNFPA’s supply chain function. 
• Represent SCMU and UNFPA in meetings related to financial management functions. 

F. Carry out any other duties as may be required by the Chief, SCMU

Qualifications and Experience

Education:  

● Completion of secondary education is required. 
● A University degree at Bachelor Level in Accounting, Finance, Business Administration, International Commerce, Procurement, Logistics, or equivalent field is an asset. 

Knowledge and Experience: 

• A minimum of five (5) years of relevant, progressively responsible experience in administrative services, protocol and/or a related area. The minimum years of relevant experience is reduced to two (2) years for candidates who possess a relevant first-level or advanced university degree.
• Strong interpersonal skills and capability to develop and maintain broad diversified partnerships is required. 
• Professional written and spoken presentation skills, including for the development of reports, presentations, and the ability to synthesize complex supply chain documents for both technical and non-technical audiences is required. 
• Experience using Enterprise Resource Planning (ERP) is required. 
• Experience working in a matrix organizational structure is an asset. 
• Basic proficiency in project management skills is an asset. 
• Basic knowledge of the principles and operational aspects of sexual and reproductive health commodities in global development and the humanitarian community is an asset. 

Languages: 

Fluency in English is required. Working knowledge of another official UN language is an asset. 

Required Competencies: 

Values:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing cultural diversity, 
• Embracing change

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Relevant, progressively responsible experience in administrative services, protocol and/or a related area 
• Presentation skills, including the development of reports, presentations, and the ability to synthesize complex supply chain documents for both technical and non-technical audiences 
• Solid interpersonal skills and capability to develop and maintain broad diversified partnerships

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.