Administrative Associate

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and has a mission to promote the rights of individuals to make informed choices about their reproductive health. The organization is committed to achieving the Sustainable Development Goals by 2030, particularly in areas related to family planning, maternal health, and gender equality. UNFPA's strategic plan for 2026-2029 outlines its response to a complex global environment, emphasizing resilience and renewal in its operations. The organization employs a diverse workforce and is dedicated to upholding human rights and ethical standards in its work.

Job Overview:
The Administrative Associate position is situated within the General Administrative Team of Pillar 4 – Support Services in the Supply Chain Management Unit (SCMU). This role is crucial for providing comprehensive administrative support services to the SCMU, ensuring that the unit operates efficiently and effectively. The Administrative Associate will report directly to the Head of Pillar 4 - Support Services and will collaborate closely 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 operations, and facilitating communication and coordination among different teams. The Administrative Associate will also play a key role in capacity strengthening initiatives, knowledge sharing, and promoting UNFPA's supply chain thought leadership.

Duties and Responsibilities:
The Administrative Associate will be responsible for a wide range of duties, including but not limited to: overseeing general office administrative needs, managing travel arrangements, serving as the focal point for SCMU conferences and meetings, ensuring efficient logistical and administrative arrangements, managing office materials and supplies, acting as the liaison with the Ministry of Foreign Affairs in Denmark, processing residence permit applications, managing procure-to-pay processes within the UNFPA ERP system, implementing capacity-strengthening initiatives, training supply chain professionals, promoting knowledge sharing, contributing to resource mobilization efforts, maintaining effective collaboration with stakeholders, and representing SCMU in relevant meetings. The role also involves supporting the governance, risk, compliance, and reporting functions of UNFPA.

Required Qualifications:
Candidates must possess a minimum of seven years of progressively responsible experience in administrative services, protocol, or a related area. This requirement is reduced to four years for candidates with a relevant first-level or advanced university degree. Strong interpersonal skills, team management capabilities, and professional written and spoken presentation skills are essential. Experience in managing a team, particularly in a remote or matrix organizational structure, is highly desirable. 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 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. This educational background will provide the necessary foundation for understanding the complexities of administrative and supply chain management within the UNFPA framework.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, with a focus on progressively responsible roles. Candidates with a relevant first-level or advanced university degree may qualify with four years of experience. Experience in managing teams and working within a remote or matrix organizational structure is advantageous. Candidates should also demonstrate strong interpersonal skills and the ability to develop and maintain partnerships across diverse stakeholders.

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 effectively in a multicultural environment.

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