Administration Associate

United Nations Office for Project Services

Copenhagen, Denmark

Experience: 3 to 5 Years

Skill Required: HR and Admin

The Administrative Associate will work in a unit of 14 people, alongside the Cha...
 Functional Responsibilities:
Under the direct supervision of a Chair CPC, the Associate is responsible for the following, in conjunction with the other associates:
  • Review Board Meetings
  • Arrange and coordinate Committee meetings
  • Establish the Committee agenda in cooperation with the Chair
  • Review submissions prior to Committee meetings, and if necessary request clarifications, and/or additional information from submitting officers
  • Ensure timely and efficient distribution of submissions and relevant documentation to the participating Committee members
Review Board Documentation:
  • Attend Committee meetings and note the panel’s discussions
  • After each meeting, communicate any queries from the Committee to submitting officers and follow up as required.
  • Prepare and distribute a draft of the official minutes and recommendations of the meetings and obtain clearance of this document by a majority of participating Committee members.
  • Follow up clearance by all participating members; promptly forward these to the Chair for her/his actions.
  • Ensure the maintenance of a permanent record of all Committee minutes/recommendations and submissions reviewed by the Committee.
  • Prepare Committee-related correspondence, including answering queries from the Secretaries of the regional Contracts and Property Committees.
Knowledge Management
  • Compile statistics on submissions as requested
  • Maintain the HQCPC intranet page as requested
  • Input and update accurate data and information to institutionalize and disseminate knowledge. 
  • Use technology, electronic systems and tools to initiate work, share information with colleagues 
  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize these productively.
Corporate function and services:
  • Positive, patient, constructive communication with members, submitting officers and other stakeholders.
  • Positive contribution to teamwork and collaboration with members and CPC team.
Education/Experience/Language requirements:
Education :
  • Completion of secondary school or equivalent is required.
  • A first-level university degree (Bachelor’s Degree) is desirable but not required, and may compensate for some of the required years of experience.     
Work Experience:
  • With a high school degree 6 years of experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations are required.
  • A good understanding of UNOPS/UN procurement principles and UNOPS' role and mandates, preferably with associated field experience.
Languages: 
  • Full working knowledge of English is required 
  • Knowledge of French or Spanish is highly desirable.
  • Knowledge of another official UNOPS language is an asset.