Overview
The Administrative Associate position is located in the Supply Chain Management Unit (SCMU) and provides administrative support services. The role will oversee general office administrative needs, manage travel arrangements, and serve as a focal point for SCMU conferences and meetings.
Key Responsibilities
- Oversee general office administrative needs including storage room, Greenhouse Gas Emissions Platform, COREM Focal Point, office space planning, ID card passes, parking permits, and mail handling.
- 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 logistical and administrative arrangements.
- Oversee the supply of office materials.
- Act as the focal point for SCMU’s fixed assets, ensuring accurate recording, capitalization, quarterly reviews, annual certifications, and disposal of obsolete assets.
- Act as UNFPA’s Ministry of Foreign Affairs (MoFA) Liaison in Denmark, managing personnel registration, residence permit applications, and policy updates.
- Manage procure-to-pay processes within the UNFPA ERP system, including vendor records, requisitions, financial receipts, and invoice payment requests.
- Support and implement activities related to UNFPA’s Governance, Risk, Compliance and Reporting function.
- Implement UNFPA's capacity-strengthening initiatives, train supply chain professionals, and coach/mentor UNFPA personnel.
- Promote UNFPA's supply chain thought leadership, engage with industry counterparts, and contribute to research and publications.
- Support an environment for knowledge retention and sharing, and the creation of a community of practice for supply chain.
- Support on the full range of supply chain management issues, incorporating best practices and continuous improvement.
- Contribute to awareness of UNFPA’s value proposition and relationships with donors and partners.
- Contribute to SCMU’s collaboration with the Division of Communications and Strategic Partnership to diversify funding opportunities.
- Contribute to mobilisation proposals for quality assurance and provide technical inputs.
- Maintain effective collaboration with relevant stakeholders within UNFPA.
- Support relationships with key supply chain partners.
- Represent SCMU in meetings related to supply chain management functions.
Required Experience
- A minimum of seven (7) years of relevant, progressively responsible experience in administrative services, protocol and/or a related area.
- The minimum years of relevant experience is reduced to four (4) years for candidates who possess a relevant first-level or advanced university degree.
- Experience in managing a team, particularly within a remote and/or matrix organizational structure is an asset.
- Strong interpersonal skills and capability to develop and maintain broad diversified partnerships is required.
- Team management skills are an asset.
- 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.
Qualifications
- 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.
