Registry Clerk (Events and Meeting)

Job title: Registry Clerk (Events and Meeting)

Company: United Nations Development Programme


Job description: 1) Ensures maintenance of registry system focusing on achievement of the following results:

• Support to the management on physical assets tagging, account and disposal. Keeps asset records accurate and updated.
• Assists in assets disposal if requested.
• Performs the annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database.
• Assists in development and implementation of sustainable building maintenance program, including proper waste management system, ensuring that LEED certificate level is remaining unchanged or upgraded.
• Performs minor building maintenance services and performs ad hoc requests.
• Reinforces through the administrative network a proper paper recycling system.
• Assists in development and maintenance of UN CITY bicycle pool, including necessary contacts with bicycle workshops, preparation of SOPs and performs a new staff briefing.
• Maintains Common Services archive space in the basement in order and clean.
• Assists with proper disposal arrangement of financial and other documentation of sensitive or confidential character.
• Oversight of handicap parking spaces next to the building and bicycle parking spaces in the basement and outdoor.
• Prepare correspondence and reports related to registry activities.

2) Ensures timely response and assistance in event organization focusing on achievement of the following results:

• Support organizing events and meetings in the UN City Campus 1
• Provides reliable and timely service to public meeting rooms, conference auditorium, canteen area, archive and storage space and offices in the UN CITY Campus 1.
• Receives staff requests related to meeting room setup issues. Coordinates with the BDM Team on arrangements for more complex repairs as needed.
• Prepares meeting rooms with necessary supplies and maintain an up-to-date supply inventory.
• Orders necessary meeting room supplies and keeps distribution log updated.
• Performs receipt function for deliveries.
• Responsible for conference room setup and maintenance, including the timely movement of furniture from and to storage.
• Ad hoc tasks as assigned.

3) Ensures timely update of the office space data and needs (UN City, Campus 1 and 2):

• Regularly updates data on space and conducts monthly monitoring to ensure relevant adjustments are reflected and up to date.
• Regularly reports to Administrative Specialist on office and basement data situation and advises on availability or address the needs.
• Assists in organizing space needs review for current and new tenant agencies.

4) Supports knowledge building and sharing in the UN City

• Helps to organize and participates in training for the operations/projects staff on administration.
• Provides sound contributions to knowledge networks and communities of practice.
• Facilitates newcomers ‘on boarding

The key results have an impact on the accurate, safe, cost-effective and timely execution of the UN City Common Service services.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the OrganizationCompetenciesCore Competencies:Achieve Results:

• LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

• LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

• LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

• LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

• LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

• LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

• LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:Business Management / Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concern.

Administration& Operations / Events management (including retreats, trainings and meetings

• Ability to manage events, including Venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration & Operations/ Assets management

• Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in Quantum, Asset Dashboard;

develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP- AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.Business Management / Communication

• Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Required Skills and ExperienceEducation:

• Secondary Education is required.
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement

Experience:

• Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant experience in administration or programme/ operations support services.
• Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages is required.
• Handyman experience is an asset and general technical/engineering knowledge desirable.
• Demonstrated experience in event organizing is an asset.
• Prior experience in supporting in managing staff safety measures is an advantage.
• Experience in asset disposal and physical verification of inventory is an asset.
• Experience preparing correspondence related to registry activities is desired.

Language Requirements:

• Fluency in English is required.
• Fluency in Danish is an asset.

Important applicant informationAll posts in the GS categories are subject to local recruitment.Only short-listed candidates will be notified.Equal opportunityAs an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.Sexual harassment, exploitation, and abuse of authorityUNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ProbationFor all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.Right to select multiple candidatesUNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.Scam alertUNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.UNDP in UN City Copenhagen supports a smoke-free workplace.

Expected salary:

Location: København

Job date: Fri, 16 May 2025 05:44:21 GMT

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