Business Support Assistant, G-5, Temporary Position, 6 months, Supply Division, COPENHAGEN, #00138656 (Open to EU citizens / Valid Danish Work Permit Holders)

Under the supervision and guidance of the Senior Business Support Associate, the Business Support Assistant is responsible for executing various standardized tasks and actions for the operational support of respective Centers, and in compliance with the UNICEF Financial Rules and Regulations, Divisional Procedures, Supply Division Manual and other applicable policies and procedures. UNICEFworks in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence. At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling. UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package. Visitour websiteto learn more about what we do at UNICEF. For every child,the right to Deliver How can you make a difference? The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations. 1. People and Culture - Access Management: Facilitate requests for Vision and User access for new assignments or re-assignments, ensuring that new staff members and consultants are on-board effectively. - Onboarding and Offboarding: Manage the onboarding process for new staff and consultants, including administrative arrangements, and oversee the offboarding of departing staff. - Attendance Monitoring: Monitor daily attendance of staff at Centers and validate monthly absence reports as required. - Contract Processing: Streamline the processing of contracts for individual consultants by raising service requisitions, obtaining necessary documentation, and monitoring contract status. This includes creating Service Requisitions, Service POs, and Good Receipts in the VISION system. - Contracts Evaluation and Follow-Up: Ensure completion of end evaluations and closure of contracts by following up with supervisors of contractors and consultants. 1. Financial Management - Invoice Receiving: Implement streamlined processes for receiving and processing invoices to ensure timely payments. - Vendor Master Update: Conduct regular updates to the vendor master record to maintain accurate and current vendor information. - Pre-paid Card Payments: Manage prepaid card transactions to facilitate smooth financial operations. - Queries from the Centers: Address financial inquiries from various centers to enhance communication and resolve issues promptly. - Year-end Activities: Focus on year-end closure tasks, ensuring timely submission of invoices for payment to maintain compliance and financial accuracy. 1. Budget Management and Monitoring - Center Expenditure Report: Respond to a request from Center to display relevant budget reports, including discretionary budgets. - Prepares Funds Commitment (FC), Funds Reservation (FR) and Delegated Funds Reservation (DFR): Create, edit, and close as necessary. - Prepares Grants Management: Facilitate Grants Management and Funding activities to ensure proper allocation and usage of funds. - Respond to Year-End Activities: Ensure compliance with financial deadlines and procedures related to Year-End Activities requested by the Center. 1. Procurement of Services (Consultants and other Services) - Services Requisition (SR) for companies: Creation of the requisition with selected service providers upon Center submission of the case including item description, quantity, estimated cost, justification, funding source (Grant, WBS), TOR etc. - Service Contract/PO (Companies/Consultants): Creation of the requisitions with selected service providers upon Center submission of the case including item description, quantity, estimated cost, justification, funding source (Grant, WBS), TOR etc. - Creation of services Entry Sheets for consultants. - PCM Case Submission: Submission of the cases to PCM. - Additional processes that may arise during procurement services support. 1. Procurement of Goods and Equipment - Purchase Requisition (PR - Goods): Creation of the PR upon Center submission for goods purchasing (Grant, WBS). - Asset Acquisition / Purchase Requisition (Equipment over $10K) Creation of the PR upon Center submission for goods purchasing, (Grant, WBS). - Purchase Order - Consumable (Goods below $10K) - Asset Acquisition PO (Equipment over $10K): Creation of the Purchase Order upon Center submission for goods purchasing, (Grant, WBS). - Asset Master Record (AMR): Record details of newly acquired assets, Goods Receipt (GR) 1. Events Management - Provide logistics, planning and coordination support for various SD events, such as: high level, supplier and country visits, industry consultations, all staff meetings and other similar events. - Others Not Specified Above: Identify and address any additional events or meetings that may arise, ensuring they are documented and planned accordingly. 1. Travel Management - Provide travel support services, such as register travel and create TA, security clearance and trip certification as needed, visa and UNLP application. 1. Statutory committees Rapporteurs - Provide meeting minutes taking services for Statutory committees such as: - CRC: Contracts Review Committee - WOC: Warehouse Oversight Committee - WSC: Warehouse Safety Committee - EPC: Evidence and Publications Committee (MSDEC and Comms) - Others not specified above 1. Knowledge Management - Knowledge Management: Review and update of SharePoint pages, library, archival 1. Administrative Support and Other not Available in the BSU Catalogue - Archiving Obsolete Files - Follow up on Service Gateway (SGW) cases - Others as requested by the supervisor. If you would like to know more about this position, please review the complete Job Description here:ToR - Business Support Assistant_G5_00138656.pdf To qualify as an advocate for every child you will have… Minimum requirements: - Education:Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. - Work Experience:A minimum of 5 years of relevant administrative or clerical work experience is required. - Skills:Experience in Customer Service, Team collaboration, Contract Administration, System Management, and Event Coordination. - Language Requirements:Fluency in English is required. Desirables: - Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or Danish language is considered as an asset. - Knowledge of SAP, ServiceNow, and Excel is considered as a