Administrative Assistant - Logistics, Denmark

• Organization: UNICEF - United Nations Children's Fund
• Country: Denmark
• City: Copenhagen
• Office: UNICEF Copenhagen
• Grade: G-5
• Follow @UNjobs

UNICEF Supply Division | UNICEF Plads | Freeport 2100 Copenhagen | Telephone:+45 35273527, Facsimile 35269421

Closing date: Wednesday, 10 August 2016

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Job no: 498161
Work type: Fixed Term Staff
Location: Denmark
Categories: Supply/Logistics, G-5
The Vaccine Centre, Supply Division, is seeking a dedicated: Administrative Assistant - Logistics (GS-5 level)
Purpose of the Position
Within the Vaccine Centre and under the general supervision of the Logistics Specialist, the Administrative Assistant is responsible for the management of Vaccine Arrival Report (VAR) process, including analysis and reporting of VAR data and statistics, providing technical and process support to VAR related queries, handling of all related complaints, maintenance of country contact lists, serves as a focal point for VAR process and related projects
Key Expected Results

• Up to date and accurate data maintained and reported through VAR database
• Issues and complaints identified through VAR process are handled promptly with appropriate technical guidance provided and UNICEF complaints process followed as required
• Focal point for VAR support to UNICEF Country Offices including technical and business process support
• Recipient country consignee contact details updated and accurate and shared with relevant parties

Key Accountabilities and Duties & Tasks

• Monitor and report on completion of Vaccine Arrival Reports (VAR) using the VAR database, actively following up with UNICEF Country Offices for missing or late reports.
• Responsible for overall maintenance and operation of the VAR database
• Review and interpret all VARs upon receipt for any issues or complaints related to the condition of the vaccine shipment on arrival into recipient country.
• Provide support to UNICEF Country Offices to assist in their assessment of condition of vaccine shipment as reported on the VAR, including status of temperature monitoring devices and shipping documentation issues, and take appropriate actions to resolve and/or escalate any issues.
• Preparation of monthly and quarterly data analysis to enable KPI reporting to Director's Office and UNICEF Regional Offices on VAR completeness and timeliness statistics.
• Regularly evaluate VAR processes and identify issues. Use data to analyse results, recognise trends and make recommendations on potential improvements and solutions.
• Provide technical support and training to UNICEF Country Offices on use of VAR form including maintenance of training materials, including intranet content published in the Supply Manual, and serve as VAR focal point within Supply Division.
• Supervise the complaints process related to delivery of vaccine supplies and related international shipments ensuring complaint is promptly registered and escalated where necessary. Ensure identification of corrective and preventative actions, and consistent follow up with involved parties to resolve complaint.
• Maintain Country Office consignee contact list in order to provide Freight Forwarders with up to date, accurate contact information to facilitate international shipments, including proactively reaching out to Country offices for any updates or changes.
• Provide technical and business support to the pilot phase of the VAR Mobile Application Project including subject matter expertise on VAR process, supplying and managing data to support project database and perform user testing.
• Assist the Centre Chief in ensuring that the daily duties of the Centre are properly performed, in particular, preparation and planning of meetings, training sessions and missions, preparation of documents handling of calls and visitors
• Any other duties or assignments as requested by the supervisor.

Qualifications of Successful Candidate
Education

• Completion of secondary education is required.
• Completion of MS Excel Intermediate or Advanced Training courses would be an advantage.

Work Experience

• Five years of relevant working experience, preferably in an international organization in the field of data and reporting, logistics operations, supply chain, process support or related field.
• Work experience in extraction and reporting of data from SAP or ERP system and database management.
• Work experience in vaccine or cold chain logistics would be an advantage.

Language

• Fluency in English.

Competencies of Successful Candidate
Core Values

• Commitment
• Diversity and Inclusion
• Integrity

Core competencies

• Communication
• Working with People
• Drive for Results

Functional Competencies

• Analyzing (level 1)
• Learning and researching (level1)
• Following Instructions and Procedures (level 1)
• Planning and Organizing (level1)

Technical Knowledge

• Experience with SAP or similar ERP system
• Advanced MS Excel skills including the ability to:
• extract and format data
• analyze data and show trends using tables and charts
• create and edit Pivot tables, use of VLOOKUPs and macro troubleshooting
• use MS Office applications (Word, Powerpoint, Excel, etc)
• office management skills

APPLICATIONS
Please be informed that all applications to UNICEF are handled via UNICEF's online recruiting system. You can apply to the above position by creating your profile, and application at our web site: http://www.unicef.org/about/employ/index.php. Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that candidates will be assessed on foundational and functional competencies and that diversity and gender balance are also factors in the selection process. Queries can be directed to Laura Borton at lborton@unicef.org.
Applications for this position must be received by COB: 10 August, 2016.
PLEASE NOTE: Applicants MUST HAVE VALID working permit and Residency in Denmark
Visit us at www.unicef.org/supply/
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
Advertised: Jul 27 2016 Romance Standard Time
Application close: Aug 10 2016 Romance Standard Time