Administrative Assistant

United Nations Children's Fund

Copenhagen, Denmark

Experience: 5 to 10 Years

Skill Required: HR and Admin

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
Office Planning & Project Management:
  • Ensures the availability of timely, complete and accurate information and data for preparing Centre work plans and management plans.
  • Undertakes basic research and performs comparative analysis of Centre related data.
  • Helps ensure timely compliance with agreed deadlines.
  • Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation, Key Performance Indicators (KPIs) information.
  • Support the monitoring and administration of the Centres’ KPIs and Supply Outcome Targets;
  • Support to file management as related to the Project Review Board and general document management of the Centres;
  • Support to create, maintain and monitor the Centres’ work plans, organize meetings with relevant centres for work planning discussions and progress
  • Act as the Centres’ focal point for planned events and the planning calendar, including administrative and travel logistic support.
Communications & Workflow:
  • Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
  • Draft routine correspondence and center communication materials (e.g. newsletters, posts on yammer, etc) for approval by Centre Chief;
  • Communicates routine and some non-routine information pertaining to the work of the Centre.
  • Support with searches, compiling and preparing information material documents, such as briefs and presentations, as required
  • Maintaining updated project documentation in Microsoft SharePoint, creating and managing SharePoint spaces and Team Sites, including the files to be published in the intranet.
Calendar/Meetings/Correspondence Management:
  • Maintains Centre calendar and arranges meetings along with consolidation of agenda
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence and following up on implementation of action points.
Human Resources:
  • Personnel administration, including consultants and individual contractors;   
  • Following up with supervisors and staff that all Performance Evaluation Reports (PERs) and related discussions are completed on time and documented;
  • Monitors daily attendance of Centres’ staff and validates monthly absence reports as Attendance Focal Point;
  • Management of consultancy contracts and service providers, by assisting in procurement, raising requisitions, contracts and payment of invoices into UNICEF’s ERP;
  • Onboarding of new staff members & consultants, including admin arrangements and ensuring access to the system;
  • Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading Terms of Reference (TORs) in VISION, and making necessary logistical arrangements.
  • Monitoring contract status, documentation and expiration.
  • Following up with Supervisors of Contractors / Consultants for end evaluation completion and closure of contracts.
  • Maintains up-to-date vendor and consultant rosters.
Budget Monitoring:
  • Monitors budgets and financial expenditures of the Centre, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Prepares and maintains records, documents and control plans for the budget monitoring of the Centre.
  • Supports activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Arranges times through liaising with participants over availability.
  • Liaises with budget unit and Centre over costs and needs.
  • Assists in the preparation of background materials for participants and uploads cleared materials on the intranet.
  • Prepares and maintains agendas on meetings and events related to the Centre commitments.
  • Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
  • Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. 
  • Assists in the preparation of Quarterly Travel Plan.
  • Monitors travel authorization and certification and report back to the team, as applicable
  • Support the organization of external and internal visits and events organized by the Centres (e.g. booking of venues, hospitality requests, etc.).
 Invoice Processing:
  • Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
  • Uploads electronic files and verifies results to destination system.
  • Responds to client transaction status and other inquiries.
  • Supports management of administrative supplies, office equipment
  • Monitors and supervises adequate and appropriate use of supplies.
  • Arranges for the requisition and timely distribution of supplies in the Centre.
  • Acts as the Attendance Focal Point of the Centre and maintains and updates a system which monitors the absence of staff.
To qualify as an advocate for every child you will have:
  • Completion of secondary education
  • At least 5 years of relevant administrative or clerical work experience
  • Fluency in English
  • Valid work permit and residency in Denmark at the time of submitting the application. Note that the selected candidate is responsible for obtaining any required extension of their residency permit as an extension cannot be dependent on an employment with UNICEF.