Consultancy- Administration Analyst for Supply Chain Management Unit

1 day ago

København, Denmark United Nations Population Fund (UNFPA) Full time
  • Level: Consultant
  • Contract type: Temporary Appointment
  • Duty station: Copenhagen

The Position:

The admin team consisting of 2 staff positions, with one currently vacant, provides management and coordination of all payment requests for local SCMU operations (events, procurement, consultants and interns, hospitality, international staff entitlement payments), travel guidance and visa support, logistical arrangements for SCMU wide events, onboarding of incoming staff, including processing relocation benefits and entitlements for international staff; office space allocation and management, building access and security, processing of payments to contingency personnel, support with the processing of common services-related transactions, and all payments related to DNK business. The team also leads on green initiatives and related reporting as well as supports ICT team with office asset management.

Pillar 4 provides various administrative, financial, accounting, data analytics and ICT support services that are essential to day-to-day operation of SCMU.

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.

This Administrative Analyst position will be located in the General Administrative Team within Pillar 4 – Support Services in the Supply Chain Management Unit (SCMU). The position reports directly to the Head of Pillar 4 - Support Services. The Administrative Analyst will work closely with other SCMU colleagues, other HQ Business Units, the Regional Offices and the Country Offices and with a number of external partners.

Job Purpose:

  • Managing admin portfolio and payment processes in SCMU for local (DNK) operations, which include workflow for payments to ICs and interns, workflow for local events, workflow for non-travel financial claims, workflow for local procurement payments, workflow for staff entitlement payments (reassignment/relocation);
  • Perform travel processor functions (certifying officer) in UNALL ERP, oversee travel administration in SCMU and provide relevant guidance to SCMU staff;
  • Review of all payment requests for local (DNK) operations and processing via Aodocs;
  • Manage reconciliation system for local payments, including for travel, and local suppliers;
  • Process of travel and financial claims;
  • Preparing calculation and payments for reassignment and relocation for IP staff;
  • Oversee office space booking system and coordination of space re-arrangements in office and storage-room;
  • Support onboarding of SCMU newcomers, including training;
  • Support the completion of related year-end activities in the respective areas;
  • Establish the work as set in UNFPA green office strategy and act as GFP;
  • Support ICT team with asset management for SCMU;
  • Support admin assistant in performance of tasks related to stationary management, post and UN pouch, ID and visitors building access management.
  • Any other duties that may be required and delegated by the SSM.

Expected results:

  • Effectively support the development of internal admin and travel processes;
  • Facilitate the execution of the admin activities and onboarding newcomers and visitors;
  • Supporting other Pillar 4 portfolio implementation.

Qualifications and Experience:

Education:

  • Advance university degree or Bachelor’s Degree with 2 years of relevant experience in Accounting, Finance, Business Administration, International Commerce, is required.

Knowledge and Experience:

  • Strong interpersonal skills and capability to develop and maintain broad diversified partnerships is required; team management skills are an asset.
  • Provision of these services requires familiarity of incumbents with UNFPA or UN administrative policies and procedures, and hands-on travel processor, buyer or finance user experience with Quantum or a similar ERP.
  • Relevant progressively responsible experience in office management, or managing administrative services, and travel is an asset.

Languages:

English is required and any other UN Languages is an asset.

Duration:

Three months.

Values:

Exemplifying integrity, demonstrating commitment to UNFPA and the UN system.

Core Competencies:

  • Achieving results;
  • Developing and applying professional expertise/business acumen;
  • Thinking analytically and strategically;
  • Working in teams/managing ourselves and our relationships.

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process.

To view the complete job description and apply to this position, click "Apply Now" below.

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