Administration Associate

United Nations Office for Project Services

Copenhagen, Denmark

Experience: 5 to 10 Years

Skill Required: HR and Admin

The Africa (AFR) region currently consists of Operational Hubs (a cluster of neighboring countries) in the Democratic Republic of Congo, Ghana, Ethiopia, Kenya, Senegal and one Country office in Somalia. 

The Office of the Regional Director (RD) for Africa manages a geographically defined portfolio of engagements, including leading strategy and business development for the region, overseeing management of operations, and ensuring appropriate risk management.

The AFR Office for the RD is currently located in Copenhagen within UNOPS headquarters.

 Functional Responsibilities:

The Executive/Administrative associate ensures the effective and efficient functioning of the AFR office of the RD thorough achievement of the following points: 

Administrative support :

  • Provide accurate solutions for travel purposes for the Regional Director and Deputy regional director (DRD), and assist the regional office team with their travel arrangements. This includes purchasing of flight tickets, hotel reservations, ensuring the appropriate procurement of visas, information on travel restrictions, registering security clearance, applying for DSA (daily subsistence allowance) and other ad hoc tasks.
  • Monitor Africa Region personnel missions schedule and ensure the quarterly travel plans are submitted for clearance of the RD/DRD; 
  • Organize regular and ad-hoc meetings; prepare minutes and summaries  of  actions  to be  taken; track progress on planned issues; follow-up with focal points; 
  • Calendarize meetings on the calendars of the regional director and of the Deputy regional director.
  • Monitor and facilitate the approval of the RD and DRD for all documents received from Africa Region field offices; 
  • Compile reports and administrative documentation; 
  • Provide  accurate  and  timely information  on  processes  and raised issues  to  the concerned individuals/unit. 
  • Management of the Regional Director’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team; 
  • Any other ad hoc related administrative task requested by the RD /DRD

Operational support :

  • Support the Regional Director's office in organizing regional retreats, training and workshops for personnel as appropriate including agenda preparation, documentation, review of budget and authorization of expenses; 
  • Organize high-level events including invitees from embassies, governments, UN agencies, governmental/non-governmental organizations and other partners; 
  • Coordinate preparation of meetings with key partners/donors (logistics, talking points, background notes, presentations, etc.) 
  • Provide assistance to the Regional Director in  managing  and  monitoring  the  utilization  of  the regional administrative budget, ensuring regular update and reporting are prepared and submitted to the Regional Director; 
  • Contribute to the engagement review process: quality assurance review for engagement submitted for approval to the Regional Office and facilitate their recommendations and approvals; 
  • Contribute to the annual budget process (consolidation of Africa Region budget, and preparation of the Regional Office budget submission) 
  • Verify invoices for the settlement of the Regional Office due payments. 
  • Provide administrative and logistical support to the Regional Director’s Advisors Unit based in the region as well as the Business Development and Oversight/Operations team in Copenhagen 
  • Liaise with Support Services Center/Integrated Practice Advice and Support for any support Africa Region Country offices may need from Support Services Center/Integrated Practice Advice and Support; 
  • Responsible for compilation of reports such as monthly reports on Gender Equality, Mandatory training, Engagements operational closure across the region and reports for the Regional Management meetings other ad hoc reports as requested by the Regional Director; 

Support to people and information management

  • Facilitate and manage the ongoing network and exchange of information with internal partners and important business clients; 
  • Screen all incoming communications to Africa Region mail boxes, filter outgoing correspondence for supervisor’s signature, clearance and further action by other  personnel; Adherence to  appropriate protocol  and  correspondence guidelines by the office team when communicating with Government and other external partners; 
  • Development  of  effective  systems  and  procedures to  improve  and  streamline  work  and communication flow within the team, to meet high-paced job demands and business requirements; 
  • Act with the Regional Management and Oversight Advisor as the regional focal point for learning activities: coordinate regional Learning needs assessment, facilitate, and coordinate planning, nominations and logistics of training activities in Africa Region  
  • Act as the people focal point for coordinating the annual people survey preparation, and action plan implementation 
  • Ensure that the contact list, organigram, and business continuity plan are up to date.

 Education/Experience/Language requirements:

Education :

  • A high school diploma is required. A Bachelor degree would be a significant asset and may substitute some of the required years of experience. A relevant technical diploma (such as secretarial), or diploma or certification in a field related to business administration or public administration would be an additional asset. 

Experience :

  • Min. 6 years of relevant work experience (in operations or administration) is required with a high school diploma. Experience in  administration, customer or commercial support roles would be an asset. 
  • Knowledge of ERP software or accounting software is an asset 

Language requirements :

  • Fluency in written and oral English is required and French is an asset.