Administrative Specialist (Insurances)

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Copenhagen, Denmark
Apply by 19 December 2018
Mid-level , Long-term consulting assignment
Posted on 6 December 2018

Job Description

Background Information - IPAS

Based in Copenhagen, Denmark, the UNOPS Integrated Practice Advice and Support (IPAS)serves all the regions and headquarters, primarily with advice and solutions to everyday implementation challenges. IPAS consists of a diverse team of subject matter experts in the six practice areas of HR, Administration, Legal, Finance, Procurement, Project Management and Infrastructure. IPAS has three main roles:

Support to operations in the field offices: IPAS provides timely advice and supports actively finding of solutions to everyday implementation challenges, based on policy and best practices. It also provides operational support in specific areas.

Business efficiency: IPAS recommends changes to policies, processes and operating standards based on the feedback and experience of the field offices. IPAS also ensures transparent and efficient project implementation, in line with policy and business needs.

Body of knowledge: IPAS contributes to research and coordination within the policy groups and project practitioners. It provides structured knowledge and subject matter expertise which is used across practice areas to provide coherent and tailored advice to the requesting offices.

Functional Responsibilities

The Administrative Specialist will be part of the IPAS Admin team. This team provides advice and support to all field offices and headquarters on administrative matters in particular related to asset management, travel and insurances. Typically this includes advice on assets management for country offices and projects, responding and guiding colleagues on travel matters as well as managing the contracts for insurances and provide support on claims. The team also provides the field with capacity building, training and assists with the review of internal policies and procedures.

The Admin Specialist will work under the supervision and overall guidance of the IPAS Admin Advisor.

Support on insurances contract management

  • Reviews the validity of the policies and the performance of the insurance broker and underwriters and reviews existing and new insurance requirements to assess existing coverage and potential gaps.
  • Defines the procurement strategy and manages the procurement process in collaboration with IPAS Procurement for UNOPS insurance policies and in consultation with relevant stakeholders for both corporate and personnel related insurances.
  • Responsible for the insurance helpdesk providing day-to-day advice and support function for all personnel with regards to their personnel insurance coverage
  • Manages claims on insurances, in particular service incurred and death and disability insurances, including reporting and processing of claims.
  • Participates in and drives interagency coordination activities and knowledge sharing related to insurance.
  • Liaises with relevant UN bodies, such as the United Nations Risk Management Unit on Insurances.
  • Provides regular reporting and analysis of insurance coverage and risks, claims processing, and claims recovery. Identify proposed areas of improvement for insurance.
  • Prepares reports and communications materials regarding insurance matters.

Support to Implementation

  • Provides back-stopping support and advice for the IPAS admin team to UNOPS country offices and projects on questions related to the subject areas of IPAS Admin (e.g. insurance, asset management, dwelling facilities, hospitality and travel).
  • Works closely with other IPAS teams and policy owners to provide integrated and comprehensive advice on all areas of IPAS Admin.

Policy and Process Articulation

  • Maintains policy, procedures and tools for insurance and claims processing. Advise on application of policy and procedures.
  • Contributes to the development and update of policies and processes related to the Admin IPAS work streams, ensures close collaboration with relevant policy owners or stakeholders.
  • Contributes to policy management reviews, with a focus on simplification, innovation and identify efficiency gains.

Knowledge Management

  • Contributes to initiatives for documenting and communicating on best practices and lessons learned, and supports actively the operationalization of the Knowledge Management Strategy of UNOPS
  • Facilitates insurance-related learning and knowledge exchange activities and trainings.
  • Contributes to the preparation of reports, presentations, and other materials as needed.
Education
  • A completed advanced degree (Master’s degree) in Business Administration, Management, Economics or any other relevant area is required.
  • A combination of Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.

Experience/Requirements

  • A minimum of five (5) years of progressively responsible experience covering at least two of the following operations functions: travel, asset management, finance and procurement. Knowledge in the other functions is desirable.
  • One (1) year of professional experience working with insurance policies, placement of same and dealing with associated claims is required.
  • Experience in UN system organizations preferably in a field office is desirable.
  • Demonstrated experience in communicating and advising across a range of audiences.

Language Requirements

  • Fluency in written and spoken English is required.
  • Knowledge of French and/or Spanish is strongly desirable.

About the Organization

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

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