Administrative Assistant, Quality Assurance Centre

UNICEF, Copenhagen, Denmark

Skill Required: HR and Admin
Preferred Experience: 
3 to 10 Years
Apply By: 
2nd September, 2016


Job Description

KEY ACCOUNTABILITIES, DUTIES & TASKS:
  • Prepares minutes from meetings in QAC and WSEC with actions appointed ensuring follow-up processes are being recorded..
  • Assists Chief QAC and Chief WSEC in preparing documents for managing new projects.
  • Performs administrative tasks related to official travels, missions, and consultant recruitments such as preparing travel forms/documents, organising appointments and preparing briefing documents in collaboration with the Contract Officers.
  • Assists in reporting and preparing documentation for QAC and WSEC related to KPI/ QPI review and monthly preparation of purchasing reports.
  • Acts as Budget focal point for QAC and WSEC.
  • Assists in the monthly review of QAC processes (vs KPI/ QPIs).
  • Maintains webs pages related to QAC and WSEC. Organizes and maintains electronic files for both centres.
  • Assists in preparation of Quality and QMS related presentations and communications to the house.
  • Facilitates smooth running of both centres, organizing and coordinating major activities including important meetings, visits and travel as well as external training sessions.
  • Ensures proper preparation and handling of documents, briefing materials, timely response to correspondence and evaluates on an ongoing basis materials to be kept as reference documents.
  • Follows-up on major issues requiring Centre Chief's action, coordinating with other centres.
  • Supports procurement sustainability related activities.
  • Assists the Chiefs in ensuring that the daily duties in the centre are properly performed, in particular time management.
  • Performs other duties as required.
QUALIFICATIONS OF SUCCESSFUL CANDIDATE:
Required:
  • Completion of secondary education with additional training in business administration.
  • Additional training related to Quality aspects (QMS and EMS ISO standards).
  • Minimum 5 years of experience from a similar function or from administrative jobs encompassing Quality & QMS aspects.
  • Proficiency in Microsoft Office package, in particular Word, Excel and PowerPoint.
  • Fluency in English and knowledge of another official UN language
Desirable:
  • Familiarity with QMS and EMS ISO Standards
  • IT background
  • Fluency in Danish language
How To Apply:

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