Administrative Associate

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead UN agency focused on sexual and reproductive health and rights. Established in 1969, UNFPA operates in over 150 countries and has a mission to deliver a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. The organization emphasizes the importance of addressing issues such as maternal health, family planning, and gender-based violence, aligning its strategic plan with the Sustainable Development Goals (SDGs) and the International Conference on Population and Development (ICPD). UNFPA's Supply Chain Management Unit (SCMU) was operationalized in January 2022 and is self-funded, focusing on the effective delivery of life-saving reproductive health products and supplies.

Job Overview:
The Administrative Associate position is integral to the General Administrative Team within the SCMU. Reporting directly to the Head of Pillar 4 - Support Services, the role involves providing comprehensive administrative support to ensure the smooth operation of SCMU. The Administrative Associate will collaborate with various stakeholders, including other HQ Business Units, Regional Offices, Country Offices, and external partners. The position requires a proactive approach to managing administrative tasks, overseeing office needs, and ensuring efficient logistical arrangements for SCMU events. The role also emphasizes capacity strengthening, thought leadership, and resource mobilization, contributing to UNFPA's mission of enhancing reproductive health services globally.

Duties and Responsibilities:
The Administrative Associate will be responsible for a wide range of duties, including: overseeing general office administrative needs, managing travel arrangements, serving as the focal point for SCMU conferences and meetings, ensuring the supply of office materials, managing fixed assets, acting as the liaison with the Ministry of Foreign Affairs in Denmark, and supporting the procure-to-pay processes within the UNFPA ERP system. Additionally, the role involves implementing capacity-strengthening initiatives, promoting UNFPA's supply chain thought leadership, contributing to partnerships and resource mobilization efforts, and maintaining effective collaboration with stakeholders. The Administrative Associate will also carry out any other duties as required by the Chief of SCMU.

Required Qualifications:
Candidates must possess a minimum of seven years of progressively responsible experience in administrative services or a related area. This requirement is reduced to four years for those with a relevant first-level or advanced university degree. Strong interpersonal skills, team management capabilities, and professional presentation skills are essential. Experience in managing a team, particularly in a remote or matrix organizational structure, is advantageous. Proficiency in using Enterprise Resource Planning (ERP) systems is required, along with basic project management skills and knowledge of sexual and reproductive health commodities in global development.

Educational Background:
Completion of secondary education is required, with a university degree at the Bachelor level in fields such as Accounting, Finance, Business Administration, International Commerce, Procurement, or Logistics considered an asset. This educational background supports the administrative and operational functions of the role, ensuring that the candidate has the necessary knowledge to manage complex tasks effectively.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, with a reduction to four years for candidates holding a relevant university degree. Experience in team management and familiarity with the UN system or similar organizations is highly valued. Candidates should demonstrate a track record of progressively responsible roles that showcase their ability to handle administrative tasks efficiently and effectively.

Languages:
Fluency in English is mandatory for this position. Additionally, a working knowledge of another official UN language is considered an asset, enhancing the candidate's ability to communicate and collaborate in a diverse international environment.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other applicable benefits. UNFPA promotes a work environment that values gender equality, diversity, and integrity, encouraging applications from women and underrepresented groups. The organization is committed to reasonable accommodations for applicants with disabilities and emphasizes equal opportunities in recruitment and selection processes. The selection and appointment process may involve background checks, medical clearance, and other administrative requirements, and UNFPA does not charge any fees related to the application process.