Background

The UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance of the operations manager and direct supervision of the Administrative Associate, the Logistics Clerk provides logistics and maintenance support to the office operations and building ensuring highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made. The Logistics Clerk also demonstrate a client-oriented approach, courtesy, tact and ability to work with people of different national and cultural backgrounds.

The Logistics Clerk works in close collaboration with the operations, programme and project teams in the RO and COs and operations staff in other UN Agencies, UN Women Regional Office and HQ staff and government authorities to successfully deliver operations services.

Duties and Responsibilities

The key results impact on the safety, accuracy and timely work of the office. They also impact on the image and credibility of UN Women presented to visiting dignitaries from Government/UN/Donors etc.

Provision of building management services

• Ensure timely maintenance of Building and repairs by coordinating and working with various suppliers including elevator maintenance, electrical, carpentry, plumbing, and painting etc.
• Ensure proper safety of Building, facilities, and mechanical equipment.
• Coordinate with cleaning services company and Gardener to ensure daily cleaning of the Building;
• Ensure minor furniture repairs, troubleshooting and adjustment of locks of cabinets, drawers, closets, desks and door locks;
• Maintain all records of the repair and maintenance works conducted in the Building;
• Ensure timely refill of the Building Generator with solar and keep log book for each refill;
• Report all defects, malfunctions and damages in the Building and offer solutions to the Administrative Associate, Operations Manager or other key operations staff;
• Coordinate the maintenance of plants for the common shared areas;
  

Provision of logistical support services

• Clearance of goods, vehicles and equipment from the customs;
• Timely processing of visa requests and other documentation from the relevant government authorities;
• Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
• Administrative support to conferences, workshops, retreats and other programme or project activity as required.

Administrative support

• Assist office staff in filing, photocopying and maintaining required records.
• Assist in the mailing and distribution of publications and payment of bills, as required.

Competencies

Core values/Guiding Principles

Integrity:

• Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
• Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Ethics and Values:

• Demonstrate and safeguard ethics and integrity

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

 Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

Functional competencies

• Knowledge of local government work processes;
• Knowledge of logistics and customs processes in the country;
• Excellent driving skills;
• Knowledge of driving rules and regulations, chauffeur protocol and courtesies, and local roads and conditions, and defensive driving skills;
• Professional appearance and punctuality;
• Good people skills;
• Knowledge of Protocol.

Required Skills and Experience

• Secondary Education;
• Valid Driver’s license is an asset.

• Three year work experience in logistics, administration or related field in an international organization, embassy or UN system;
• Working knowledge of working with government agencies is required;
• Ability to drive (with valid driving license) is an asset.

Language Requirements:

• Fluency in English and Arabic is required.