Historique
Under the guidance and supervision of the Administrative Associate, the Administrative Clerk provides support to administrative services ensuring high quality of work; accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.The Administrative Clerk works in close collaboration with the Operations, Programme and projects staff in HQ and other UN agencies staff to ensure consistent service delivery.
Devoirs et responsabilités
Summary of key functions:- Implementation of operational strategies;
- Provision of administrative and logistical support;
- Provision of support to office maintenance and assets management;
- Support to knowledge building and knowledge sharing.
- Full compliance of administrative activities with UNIFEM/UNDP rules, regulations, policies and strategies;
- Provision of inputs to preparation of administrative team results-oriented work plans.
- Screens phone calls for UNIFEM and provides necessary information; directs calls to the requested party or routes to other offices as necessary; receives visitors, including high-ranking government officials, ambassadors and heads of agencies, provides assistance and hospitality as requested;
- Registers, classifies and routes incoming correspondence, documents and other materials to the appropriate staff members using an electronic registry system; responsible for both incoming and outgoing deliveries;
- Orders stationary, office supplies and business cards and distributes accordingly. Ensures stock room is stocked, neat and clean;
- Assists in the procurement process of office furniture;
- Coordinates with building management on all aspects of office maintenance and maintains a log of work performed;
- Updates and maintains UNIFEM staff lists and floor plans;
- Acts as focal point for staff member security team;
- Liaises with building management to ensure staff members comply with recycling and other "greening" initiatives;
- Provides administrative support to organization of conferences, workshops, retreats.
- Maintains and updates inventory lists of office furniture. Maintains files and records relevant to office maintenance.
- Participates in the training for the operations/projects staff on administration;
- Contributes to knowledge networks and communities of practice.
The key results have an impact on the execution of the HQ administrative/logistical services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.
Compétences
Corporate Competencies:- Demonstrates commitment to UNIFEM's mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies
Knowledge Management and Learning:
- Shares knowledge and experience;
- Actively works toward continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
- Ability to review data, identify and adjust discrepancies;
- Ability to handle a large volume of work possibly under time constraints;
- Good knowledge of administrative rules and regulations;
- Strong IT skills.
- Focus on results for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure.
Qualifications et expériences requises
Education:- Secondary education.
- 4 years of relevant administrative experience.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in handling of web-based management systems.
- Fluency in English (both written and oral).
Note:
- This position does not bear entitlements to travel and relocation.
- Candidates who have not yet taken and passed the UN ASAT AND are being considered for this position, will have the opportunity to take this exam for further consideration of their application.