BACKGROUND

UN City in Copenhagen opened back in 2013 and is today the sixth biggest UN City in the Western world with 2,000 employees across 10 UN agencies and two campuses.
The UN City Common Services (CS) plays a crucial role in delivering operational support services to the various offices situated within UN City. These encompass essential services such as building maintenance, canteen and catering services, cleaning, communications, driving, fitness center management, IT helpdesk, mail services, medical support, meetings and events services, and reception.
Operated as a jointly financed unit under the patronage of UNDP, its primary objective is to enhance UN City’s status as the optimal workplace environment. The establishment of this unit was a strategic response to the collective decision of different agencies to consolidate their operations under the same roof, aligning with the United Nations’ “Delivering as One” vision. This vision sought to promote greater coordination, harmonization, and consolidation of agencies, programs, and operations whenever feasible. A unified UN house with a shared back office, exemplified by the Common Services in UN City, stood as a foundational pillar of this reform.
Under the overall guidance and supervision of the Administrative Specialist, the Administrative Clerk provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Clerk may coordinate and supervise office driver. The Administrative Clerk promotes a client, quality and results-oriented approach.
The Administrative Clerk works closely with the UN City Common Services Operations and other UN agencies’ staff to exchange information and ensure consistent service delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

REQUIRED SKILLS AND EXPERIENCE

Education:

• Secondary education is required
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• Certifications in Administration and Procurement are desirable.

Experience:

• Minimum of 4 years (with high school diploma) or 1 years (with bachelor’s degree) of relevant experience in administration or programme support services is required.
• Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required.
• Experience in supporting procurement activities is an asset.
• Experience in organizing workshops, meetings and events is an advantage.
• Experience in logistics and travel activities is an asset.

Language Requirements:
Fluency in English and Danish is required.
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RIGHT TO SELECT MULTIPLE CANDIDATES

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

5.) Support knowledge building and sharing in the Common Services.

• Help organize and participate in training for the operations/projects staff on administration.Provide sound contributions to knowledge networks and communities of practice

1.) Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.

• Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provide inputs to the CS administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provide inputs to preparation of administrative team results-oriented workplans.

2.) Provide support for assets management.

• Maintain records on assets management and prepare reports.
• Maintain the filing system, ensuring safekeeping of confidential materials.

3.) Provide support for effective administrative and financial control in the Country Office.

• Assist in the preparation of budget and information for audit.
• Research, retrieve statistical data, and extract other data from internal and external sources; prepare statistical charts, tables and reports.
• Review travel authorizations, documentation, payments.
• Review and verify documents on vendor creation set-up information in ERP.

4.) Provide appropriate and required administrative and logistical services to the Common Services.

• Serve as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.
• Provide support to organization of procurement processes, including preparation of RFQs, ITBs or RFPs documents, and receipt of quotations, bids or proposals and their preliminary evaluation. Prepare POs. Organize shipments and customs clearance arrangements. Prepare documents/documentation for UNDP shipments (received/sent) and implement follow-up actions. Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations.
• Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government. When requested, collect information for DSA, travel agencies, and other administrative surveys.
• Arrange vehicle transportation, regular vehicle maintenance and insurance. Check and record vehicle daily log and gas consumption, update and maintain vehicle history report.
• Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to head of unit.
• Provide support to the organization/maintenance of common services and maintenance of common premises. Maintain files and records relevant to office maintenance.
• Maintain contacts with visitors and staff, arrange appointments and meetings, and when needed, take minutes, act as an interpreter and/or translate simple correspondence. Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions.

5.) Support knowledge building and sharing in the Common Services.

• Help organize and participate in training for the operations/projects staff on administration.Provide sound contributions to knowledge networks and communities of practice.

• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.