Organization: UNDP – United Nations Development Programme
Location: Istanbul | Amman | Addis Ababa | Dakar | Bangkok | Panamá | Copenhagen
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Operations and Administrations
Administrative support
Closing Date: 2024-08-01
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent, and accountable. As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) and established a Global Shared Service Center (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses, and fixed assets), procurement, advisory and support services to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. Human Resources services within the GSSC was set up earlier in 2003 in Copenhagen and it provides customized service packages to more than 40,000 UN personnel from agencies, funds, and programmes across the UN System. GSSC/HR in Copenhagen has established a legacy as a major Human Resources administration center within the United Nations and is recognized as a center of excellence. The Global Shared Service Center (GSSC) is part of the Bureau for Management Services (BMS).
In the area of Human Resources, the GSSC supports both staff and management in UNDP offices and units, with the full cycle of HR services ranging from recruitment, talent management, learning and development, HR policy and advisory services, benefits and entitlements management, payroll, and banking transactions.
Based in Copenhagen, the GSSC HR/Operations team provides operational interlocutor support from an HR, administrative and operational perspective to the main pillar of GSSC departments which provide GSSC services to clients and partners. It acts as an efficient and client-oriented “go-to” team for implementation of services and activities. The Operations Team is, amongst others, responsible for delivery of services related to financial management, procurement, inventory and asset management, travel and logistics as well as human resources management and protocol services. This back-office support is provided to GSSC colleagues serving in Copenhagen and in the regional locations: Addis Ababa, Amman, Bangkok, Dakar, Istanbul and Panama City.
Under the overall guidance of the Director, Global Shared Services Centre (GSSC) and direct supervision of the HR Analyst (Operations), the Operations Associate provides support to client services and office operations performing a variety of standard administrative processes and supports the execution of varied and inter-related operational and logistical activities ensuring high quality and accuracy of work. The Operations Associate promotes a client, quality, and results-oriented approach.
The Operations Associate promotes a results-oriented approach and is accountable for ensuring transparency, accuracy and assuring full compliance with Staff Regulations and Rules.
The Operations Associate guides internal and external clients on protocol related issues, operational matters and administration and promotes a collaborative and client-oriented approach, sharing knowledge and best practice.
The Operations Associate works in close collaboration with the other GSSC and other colleagues in other UNDP units in the UN City Copenhagen and in the regional locations as well as 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.
Duties and Responsibilities
Office maintenance and assets management support
Provides support to office maintenance and assets management, focusing on achievement of the following results:
Provides maintenance of records on assets management, preparation of reports and support in asset certification processes.
Acts as focal point for daily asset management and go-to person for staff requests.
Acts as focal point for maintenance of inventory log, files, and records relevant to office maintenance.
Planning, purchase, and maintenance of office stationery supplies.
Any other administrative and operational tasks and support as required.
2. Protocol administrative support.
Ensures timely and efficient delivery of Protocol Support Services provided to UNDP staff located in Copenhagen focusing on the following:
Assists with Protocol Support Services provided to UNDP staff located in Copenhagen in coordination with GSSC and locally with Hiring Managers that liaise with Protocol Departments, Ministry of Foreign Affairs (MOFA) for processing of application of visa/residence permits for staff and their dependents.
Provides maintenance of the staffing list ensuring a timely submission to MOFA.
Files Protocol cases in electronic document management system.
Continuously enhances and maintains SOPs and FAQs related to residence permits and registration with Protocol.
Liaises with UN City Interagency MOFA and Admin group for knowledge sharing purposes.
Facilitates customs clearance arrangements and preparation of all necessary documentation.
Provides ad hoc induction support to staff arriving to Copenhagen.
3. Administrative and logistical functioning of the unit.
Ensures effective administrative and logistical support to GSSC in Copenhagen and in GSSC regional locations focusing on the following, as applicable:
Welcomes visitors and ensures registration as well as issuance of access cards to the building.
Schedules appointments and meetings internally as well as for colleagues visiting GSSC including meeting room reservations and arrangement of vehicle transportation (booking of UNDP Driver);
Makes arrangements of travel reservations, providing hotel information, processing requests for visas, identity cards and other documents.
Provides administrative and logistical support to conferences, workshops, retreats.
Processes actions/transactions in ERP Quantum as required; either as Buyer (vendor creation/preparation of POs) or Finance User (creation of AP Vouchers).
Supports the GSSC Copenhagen and GSSC in regional locations with maintaining leave and absences in Quantum; as applicable.
Researches and retrieves statistical data from internal and external sources, preparation of statistical charts, tables, and reports.
Prepares briefing and presentation materials, background information and documentation for meetings.
Archives and maintains the filing system ensuring safekeeping of confidential materials.
Coordinates the GSSC HR Operations with DHL courier service and mail distribution.
Provides any other administrative and operational tasks, as required.
4. Supports knowledge building and sharing.
Recommends, creates, and maintains knowledge management prescriptive content within functional areas focusing on the following:
Ensures that knowledge management system contains accurate and comprehensive coverage of relevant operational content.
Makes contributions to knowledge networks and communities of practice.
5. Operational Strategies.
Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework.
Provides inputs to the office’s administrative business processes mapping and support to implementation of the internal standard operating procedures (SOPs).
Suggests ideas for streamlining procedures to deliver optimal client service.
Enhances work efficiency through constant evaluation and analysis of processes.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: Not applicable
Core Competencies:
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies:
Business Development / Knowledge Facilitation:
Ability to animate individuals and communities of contributors to participate and share, particularly externally.
Business Management / Communication:
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Management / Operations Management
Ability to effectively plan, organize and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
Business Management / Customer Satisfaction / Client Management:
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests.
Ability to anticipate client’s upcoming needs and concerns.
Business Management / Change Management:
Ability to prepare, support, and help individuals and teams in designing and implementing organizational change.
Administration & Operations / Assets Management:
Knowledge of policy & procedures on PP&E; maintain. Asset Management: develop supporting tools for assets certification perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.
Administration & Operations / Inventory management:
Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.
Required Skills and Experience
Education:
Secondary education is required.
A university degree in Human Resource, Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.
Specialized certification in HR is highly desirable.
Experience:
Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) in HR, Administration or Programme Support Service at the national or international level is required.
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP is desirable.
Prior experience interacting with government institutions in the related area of protocol or foreign service is a strong plus.
Experience applying UNDP HR Policies and Procedures, UN Staff Regulations, and administrative rules and regulations is preferred.
Experience in logistical support for personnel onboarding and offboarding would be desired.
Experience with event management, including workshops, training, retreats, and meetings, would be desirable.
Experience in electronic document management filing systems would be an asset.
Proven experience in analytical and quantitative competencies is preferred.
Language Requirements:
Fluency in in English required.
Fluency in Danish or other UN working languages would be an asset.
Disclaimer
Important applicant information
Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.
All posts in the GS categories are subject to local recruitment.
Only short-listed candidates will be notified.
Possibility for Roster.
There may be a possibility to also source for any short-term NPSA6 vacancies in GSSC HR Operations Team in Copenhagen, if and as applicable
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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