Administrative Assistant

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, working to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. The organization is committed to achieving three transformative results by 2030: ending preventable maternal deaths, ending unmet need for family planning, and ending gender-based violence and harmful practices. UNFPA's strategic plan for 2022-2025 emphasizes the importance of addressing the impacts of the Covid-19 pandemic on women's and girls' access to health services, while also promoting recovery and progress towards the Sustainable Development Goals (SDGs).

Job Overview:
The Administrative Assistant position is situated within the General Administrative Team of the Supply Chain Management Unit (SCMU) at UNFPA. This role is pivotal in providing foundational support to ensure the smooth operation of administrative services within the SCMU. The Administrative Assistant will report directly to the Senior Administrative Associate and will collaborate closely with colleagues across various UNFPA offices, including regional and country offices, as well as external partners. The position is designed to enhance the efficiency of the SCMU by managing essential administrative tasks, facilitating communication, and supporting logistical arrangements for events and meetings. The Administrative Assistant will play a crucial role in ensuring that the SCMU can effectively deliver life-saving reproductive health products and services to those in need.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of administrative support services, including but not limited to: overseeing general office administrative needs, managing travel arrangements, serving as the focal point for conferences and meetings, overseeing office materials supply, managing fixed assets, liaising with the Ministry of Foreign Affairs in Denmark, and managing procure-to-pay processes within the UNFPA ERP system. Additionally, the role involves supporting capacity-strengthening initiatives, advocating for training of supply chain professionals, engaging in thought leadership and knowledge sharing, contributing to partnerships and resource mobilization efforts, and establishing effective collaboration with stakeholders. The Administrative Assistant will also be expected to carry out any other duties as assigned by the Chief of SCMU.

Required Qualifications:
Candidates must possess a minimum of five years of progressively responsible experience in administrative services, protocol, or a related area. This requirement is reduced to two years for candidates with a relevant first-level or advanced university degree. Strong interpersonal skills and the ability to develop and maintain diverse partnerships are essential. Candidates should demonstrate professional written and spoken presentation skills, including the ability to synthesize complex supply chain documents for various audiences. Experience with Enterprise Resource Planning (ERP) systems is required, and familiarity with project management principles and sexual and reproductive health commodities is advantageous.

Educational Background:
Completion of secondary education is required for this position. A university degree at the Bachelor level in fields such as Accounting, Finance, Business Administration, International Commerce, Procurement, or Logistics is considered an asset and may enhance a candidate's qualifications.

Experience:
The position requires a minimum of five years of relevant experience in administrative services, protocol, or a related area. However, candidates with a relevant first-level or advanced university degree may qualify with only two years of experience. This experience should demonstrate progressively responsible roles that have prepared the candidate for the diverse responsibilities of the Administrative Assistant position.

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

Additional Notes:
This position offers a competitive remuneration package, including a net salary and health insurance, along with other applicable benefits. UNFPA promotes a work environment that values gender equality, diversity, and integrity, and encourages applications from women, LGBTQIA+ individuals, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented communities. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process. UNFPA is committed to equal opportunities in all aspects of employment, including appointment, training, and compensation.