(Re-Opening) Administrative Associate

at  unfpa

HOW YOU CAN MAKE A DIFFERENCE:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
UNFPA occupies a unique position in the sexual and reproductive health commodity ecosystem as a critical player in supply chain management, a leading public procurer of sexual and reproductive health commodities, a trusted partner to national governments, and one of the few organizations with the scale and partnerships necessary to build accountability for last mile delivery.
The UNFPA Supply Chain Management Unit (SCMU) is self-funded and was made operational in January 2022. It is tasked with ensuring that UNFPA is able to effectively and efficiently support the delivery of life-saving reproductive health products and other programme supplies to the end user when and where they are needed. To achieve this, it is important to strengthen the capacity of governments and implementing partners to ensure coordination, end-to-end visibility and accountability on all supply chain and logistics management related activities, in particular for programme supplies, across all UNFPA programmes.

C. THOUGHT LEADERSHIP, KNOWLEDGE SHARING AND ADVISORY

• Champion UNFPA’s supply chain thought leadership through actively engaging with industry experts, participating in relevant forums, contributing to research and publications, and representing UNFPA’s expertise in various supply chain management discussions and initiatives.
• Foster an environment for knowledge retention and sharing and the creation of a community of practice for supply chain.
• Provide counsel and support on the full range of financial management issues, incorporating best practices and continuous improvement across UNFPA.

EDUCATION:

• Completion of secondary education is required.
• A University degree at Bachelor Level in Accounting, Finance, Business Administration, International Commerce, Procurement, Logistics, or equivalent field is an asset.

KNOWLEDGE AND EXPERIENCE:

• A minimum of seven (7) years of relevant, progressively responsible experience in administrative services, protocol and/or a related area.
• Experience in managing a team, particularly within a remote and/or matrix organizational structure is required.
• Strong interpersonal skills and capability to develop and maintain broad diversified partnerships is required.
• Professional written and spoken presentation skills, including for the development of reports, presentations, and the ability to synthesize complex supply chain documents for both technical and non-technical audiences is required.
• Experience using Enterprise Resource Planning (ERP) is required.
• Basic proficiency in project management skills is an asset.
• Basic knowledge of the principles and operational aspects of sexual and reproductive health commodities in global development and the humanitarian community is an asset.

JOB PURPOSE:

The Administrative Associate plays a pivotal role in ensuring administrative support services to SCMU. The position will provide strategic oversight and management of a dedicated team.

YOU WOULD BE RESPONSIBLE FOR:

You will be responsible to support the Head of Pillar 4 - Support Services with:

A. PIVOTAL ROLE IN ADMINISTRATIVE SUPPORT SERVICES:

• Oversee general office administrative needs covering the SCMU Storage room, update Greenhouse Gas Emissions Platform, act as UNFPA Country Office Real Estate Management (COREM) Focal Point, oversee office space planning, manage ID card passes and parking permits for UN City, and coordinate mail handling with UN City Mail Room.
• Manage travel arrangements including advice on entitlements and visas, liaising with travel agencies, flight options and assisting with travel claims.
• Serve as the focal point for SCMU conferences and meetings, ensuring efficient planning, coordination and implementation of logistical and administrative arrangements for SCMU events.
• Oversee the supply of office materials, ensuring sufficient stock for SCMU.
• Act as the focal point for SCMU’s fixed assets, ensuring accurate recording and capitalization, coordinating quarterly reviews, annual certifications, and disposal of obsolete assets.
• Acts as UNFPA’s Ministry of Foreign Affairs (MoFA) Liaison in Denmark, manage registration and deregistration of UNFPA personnel with the MoFA, process residence permit applications, and keep personnel updated on policy changes.
• Managing the procure-to-pay processes within the UNFPA ERP system, encompassing tasks such as maintaining vendor records, raising requisitions, creating financial receipts for SCMU Purchase Orders, and processing invoice payment requests.
• Support and implement activities related to UNFPA’s Governance, Risk, Compliance and Reporting function.