Background

The Administrative Clerk is located in the Humanitarian Fragile Contexts Branch (HFCB), within UNFPA Geneva Office. Under the guidance and direct supervision of the Humanitarian Coordination Advisor, the Administrative Clerk provides operational support to the HFCB Team, including the SRH and GBV Advisors.

The Administrative Clerk provides administrative, financial, travel and logistical support to the Humanitarian and Fragile Context Branch team, as well as some data, programme, and research assistance.

Duties and Responsibilities

Ensures effective and efficient functioning of the UNFPA Geneva Office focusing on the achievement of the following results:

• Maintains travel plans for the Branch. Arrangement of travel and hotel reservations, preparation of travel authorizations and DSA calculation. Collection of information for DSA, travel agencies and other administrative surveys;
• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and Swiss government authorities;
• Preparation of routine correspondence, faxes, memoranda and reports;
• Maintenance and regular updating of administrative files and filing system for the Branch;
• Extracting, inputting, copying and filing data from various sources;
• Drafts and finalizes letters, memos, faxes, notes-to-the file for the Branch;
• Prepares routine correspondence of acknowledgements/requests, memoranda etc, as per instructions from supervisor;
• Manages meeting agendas for the Branch;
• Coordinates meetings/conferences/workshops organized by the Branch and ensures that all background papers and briefing notes are prepared as well as logistical meeting requirements are provided and arranged in advance of the meeting. Provides administrative and logistics support for transport and accommodation arrangements, DSA calculations, identifying venues, contracting service providers, etc.);
• Organizes upon request teleconferences and video conferences with UNFPA HQ and other agencies;
• Manages the Branch’s publications (ie printing and shipping). Assists the Branch with publishing routine bids for document editing, printing and translations;
• Keeps track of technical document requests, mailing documents and other supplies upon requests;
• Creates POs and receipt in Atlas;
• Receipt of shipments, customs clearance arrangements, preparation of documents for UNFPA shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
• Ensures compliance with UNFPA rules, regulations and procedures in the implementation of activities;
• Carries out any other duties as may be required by the Director of the UNFPA Geneva Office.

Competencies

• Commitment to UNFPA’s Values and Guiding Principles/Valuing Diversity/Cultural Sensitivity/Integrity/Commitment to Mandate;
• Developing People/Fostering Innovation and Empowerment/Performance Management;
• Working in teams/Communication/Self-Management/Emotional Intelligence/Conflict Management;
• Appropriate and transparent Decision-Making;
• Analytical and Strategic Thinking/Knowledge Sharing/Results Orientation/Commitment to Excellence.

Functional Competencies:

Required Skills and Experience

• 4 years of relevant experience in administration, including experience in financial processes;
• Previous experience in the UN an advantage;
• Strong interpersonal and organizational skills;
• Computer literacy required in Word, Excel, Power-point, etc.;
• Knowledge of Atlas / PeopleSoft database management an advantage;
• Good writing and communications skills.

• Fluency in written/spoken English and French are required;
• Working knowledge of Spanish an asset.

• Successful completion of the UN Administered Clerical Examination (ASAT) is a requirement.