Business Support Assistant, G-5, Temporary Position, 6 months, Supply Division, COPENHAGEN, #00138656
Overview
Provide administrative and clerical support in areas such as access management, onboarding, attendance monitoring, and contract processing. Support financial management, budget monitoring, procurement, event management, travel, and knowledge management.
Key Responsibilities
- Facilitate requests for Vision and User access.
- Manage onboarding and offboarding processes.
- Monitor daily attendance and validate absence reports.
- Process contracts for individual consultants.
- Ensure completion of end evaluations and closure of contracts.
- Implement streamlined processes for receiving and processing invoices.
- Conduct regular updates to the vendor master record.
- Manage prepaid card transactions.
- Address financial inquiries from various centers.
- Focus on year-end closure tasks.
- Respond to requests for budget reports.
- Prepare Funds Commitment (FC), Funds Reservation (FR) and Delegated Funds Reservation (DFR).
- Facilitate Grants Management and Funding activities.
- Ensure compliance with financial deadlines for Year-End Activities.
- Create requisitions for services and contracts/POs for companies and consultants.
- Create services Entry Sheets for consultants.
- Submit cases to PCM.
- Create Purchase Requisitions (PR) for goods and equipment.
- Create Purchase Orders (PO) for goods and equipment.
- Record details of newly acquired assets and Goods Receipt (GR).
- Provide logistics, planning and coordination support for events.
- Provide travel support services.
- Provide meeting minutes taking services for Statutory committees.
- Review and update SharePoint pages, library, and archival.
- Archive obsolete files.
- Follow up on Service Gateway (SGW) cases.
Required 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. Desirables: Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.
Qualifications
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.