Background
The Travel Clerk will provide assistance to the office to ensure that routine services and activities within the Admin domain are implemented. Subject to the nature of the task/assignment in hand, s/he will receive regular guidance from his/her supervisor. S/he will maintain close working relations with other units of UNHCR and suppliers. This position is crucial to ensure the smooth functioning of the Office and the consequent delivery of protection and assistance to persons of concern in Kazakhstan and the region.
Duties and Responsibilities
Under the direct supervision of the Deputy Representative the UN Volunteer will undertake the following tasks:
1. Receive, register, route correspondence and office pouch. Maintain a follow up system.
2. Assist in administrative formalities related to travel arrangements, including booking of tickets, preparation of travel authorizations, issuance/ renewal of visas, licences, and other similar documents. Plan daily runs of office vehicles.
3. Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
4. Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology.
5. Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
6. Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office.
7. May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable.
8. Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
9. Any other responsibilities/functions deemed necessary by the supervisor/or senior manager in order to meet the level of the services in the organization.
10. Act as a backup to HR Associate.
11. Perform other duties as required.
2. Assist in administrative formalities related to travel arrangements, including booking of tickets, preparation of travel authorizations, issuance/ renewal of visas, licences, and other similar documents. Plan daily runs of office vehicles.
3. Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
4. Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology.
5. Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
6. Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office.
7. May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable.
8. Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
9. Any other responsibilities/functions deemed necessary by the supervisor/or senior manager in order to meet the level of the services in the organization.
10. Act as a backup to HR Associate.
11. Perform other duties as required.
Furthermore, UN Volunteers are encouraged to:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark IVD);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Competencies
| Corporate Competencies: - Demonstrates integrity by modelling the UN’s values and ethical standards - Promotes the vision, mission, and strategic goals of UNHCR and UNV - Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability - Treats all people fairly without favouritism - Working in teams: Working effectively with colleagues in ways that allow the achievement of shared objectives. - Performance management: Accepting responsibility for personal performance - Self-management/Emotional intelligence and Conflict management: Managing moods, responding effectively to stress, situations of ambiguity or crisis. Managing relationships with others to achieve mutual benefit. Professionalism: - Solid knowledge of administrative work; understanding of financial processes and logistics; - Good knowledge of computer and organizational technology; - Ability to perform a broad range of activities related to workshop and meeting arrangements; - Good writing and presentation skills for preparation of presentations and reports – in English and Russian; - Ability to use information and communication technology as a tool and resource. Development and Operational Effectiveness - Ability to planning, results-based management and reporting - Ability to formulation, implementation, monitoring project documentation - Ability to quick learning Reporting - To report to and agree the actions upon with the Direct Supervisor; - To ensure timely and qualitative fulfilment of the requirements as contained in the Terms of Reference; - To ensure fulfilment of the requirements as provided for in the Terms of Reference |
Required Skills and Experience
• Completion of secondary education or equivalent technical or commercial school with certificate in Business Administration, Finance, Office Management, or related field. Computer skills (MS Office and People Soft applications).• Minimum 3 years of previous experience relevant to the function.
• Fluency in English and Russian; working knowledge of Kazakh.