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Copenhagen

    Management Specialist - Copenhagen, Danmark - United Nations Office for Project Services

    United Nations Office for Project Services
    United Nations Office for Project Services Copenhagen, Danmark

    for 1 uge siden

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    Job Description



    Description


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    The Legal Group provides in-house legal advice and review of administrative law, institutional law and commercial law matters, reviewing UNOPS documents and agreements where required, and managing claims and disputes brought by or against UNOPS.

    The primary responsibility of the Management Specialist will be to provide coordination support to the General Counsel and the Legal Group and to facilitate the efficient and smooth functioning of the Group through improved communication, knowledge management, and operational support to the various activities of the Legal Group.

    Functional Responsibilities:

    Under the supervision of the General Counsel, the Management Specialist will be responsible for the following duties:

    Coordination:

  • Plan, coordinate and monitor the Group's network of vendors/service providers (external counsel, legal technology services providers, translators, etc.), including coordination of procurement processes for the hiring of vendors/service providers, negotiations with vendors/service providers to ensure cost-effective services and quality and timely service, supporting the timely payment of invoices and maintaining an updated record of existing contracts with vendors/service providers and corresponding invoices and payments.
  • Oversee, manage and optimize the comprehensive communication strategy within the Group, including coordinating, drafting and editing, and facilitating correspondence and interactions with other organisational groups and external clients. Ensure seamless and effective communication flows for enhanced collaboration and stakeholder engagement.
  • Create and implement an electronic filing system to organise correspondence related to matters handled by the Legal Group, including commercial disputes and personnel claims, to ensure a complete record of legal files.
  • Offer comprehensive secretarial, administrative and logistical support to the General Counsel and legal advisors of the Legal Group. This encompasses the management of schedules, timely reminders of legal deadlines, orchestration of meetings, training sessions, retreats, and events, coordination of travel arrangements, drafting of meeting minutes, reports and notes, compilation and organisation of critical information and documents, and the responsible upkeep of distribution lists for both internal and external working groups.
  • Coordinate (with other units, where necessary) and prepare the delivery of responses to requests from audit and similar bodies, to make sure all requests are answered in an accurate and timely manner.
  • Assist the General Counsel and other legal advisors with any other administrative support arising for the day-to-day operations of the Group and for key events (e.g. conferences, retreats, VIP visits, etc.).

    • Development and Planning:

  • Support the development and implementation of the Legal Group's short- and long-term strategic roadmap by translating the Group's goals and priorities into workplans, collaborating with Group members to steer, monitor and report on progress while gaining consensus from multiple stakeholders where necessary.
  • Ensure the management and monitoring of the Group's budget, including maintaining up-to-date records of cost centers allocated to expenses and corresponding expiry dates. Assessment of expenditure in the Legal Group (travel, contracts, resources, office premises, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.

    • Knowledge Management and Knowledge Sharing:

  • Establish, maintain and act as the administrator of a functioning case and knowledge management system for the Legal Group, including by setting up document libraries, updating guides and intranet pages, and generally facilitating knowledge building and knowledge sharing within the Legal Group and externally. Support to the formalization and dissemination of lessons learnt and best practices in the Group.
  • Support the Legal Group through document creation (slides/charts/spreadsheets/word documents), setting up/managing project management tools, running regular reports and extracting data for analysis that will help guide decision making, creating (organisational) charts and surveys, testing new applications and implementing (technical) changes.
  • Simplify and streamline processes as well as select and implement digital tools necessary for the proper functioning of the Group, by keeping abreast of the latest developments and trends in the legal technology sector, including contract management and document management.
  • Participate in trainings for new programs/functionalities/upgrades/processes, conduct technical trainings for team members, and develop and maintain associated internal educational materials.

    • Monitoring and Reporting:

  • Collect input and feedback related to patterns and trends to enable data analytics and propose efficient and relevant process and system improvements to ensure legal services are aligned with the organisation's changing needs and objectives.
  • Prepare and review operational reports with the aim of identifying risks and/or areas of improvement and providing inputs for an action plan.
  • Drive the change management associated with these initiatives and compile KPIs for monitoring these activities.

    • Education/Experience/Language requirements:

    Education:

  • A Bachelor's degree preferably Business Administration, Public Administration, Office Administration, Administrative Management, or related fields is required.
  • A Master's degree will be considered an asset and may substitute for 2 of the required years of experience.

    • Experience:

  • Seven (7) years of relevant experience in business administration or office administration, or administrative management or paralegal administration or related, preferably in a law firm or legal office of a government agency or international organisation is required.
  • Proficiency in Google Suite and Microsoft Office (MS Teams, Powerpoint, Outlook PowerBi, Excel and SharePoint) is desired.
  • UN experience is a strong asset but not a requirement.

    • Language requirements:

  • Fluency in English (reading, speaking and writing) is required.
  • Knowledge of Spanish and/or French, both written and verbal, is desirable.

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