Administrative Clerk – Logistics and Maintenance



Advertised on behalf of :

Location : Baghdad, IRAQ
Application Deadline :21-Jun-18 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SC-5
Languages Required :
Arabic   English  
Starting Date :
(date when the selected candidate is expected to start)
01-Aug-2018
Duration of Initial Contract :One Year
Expected Duration of Assignment :One Year

Background

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.

UN Women Iraq-Country Office (ICO) is based in Baghdad with filed presence in Erbil. ICO programming includes support to Governments and civil society organizations in the development and implementation of innovative approaches aimed at achieving gender equality and women’s empowerment.

Under the overall guidance and supervision of the operations manager, the Administrative 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 Administrative Clerk also demonstrate a client-oriented approach, courtesy, tact and ability to work with people of different national and cultural backgrounds.

The Administrative Clerk works in close collaboration with the operations, programme and project teams in the ICO 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

Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies

  • Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
  • Timely processing of travel visa requests and other documentation from the relevant embassies 
  • 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 in coordination with local government to conferences, workshops, retreats and other programme or project activity as required.
  • Issuance of diplomatic residence VISAs for all international staff members
  • Issuing MOFA diplomatic ID cards for all international staff members
  • Issuing of International Zone Access Cards for national and international staff members
  • Provide administrative support to conferences, workshops, retreats;
  • Provide administrative support to office management;
  • Maintain filing system ensuring safekeeping of confidential materials.

Support the asset management in the office

  • Monitor and maintain office supplies and assure timely provision of office equipment and stationary
  • Provide administrative support to receive, inspect and verify all incoming equipment, furniture and supplies and scheduling deliveries to users.
  • Assist in tagging all furniture/equipment upon receipt from the supplier; and track movement of furniture piece.
  • Provide administrative support to facilitate physical assets verification.

Provide office management services

  • Ensure timely maintenance of office premises and repairs by coordinating and working with various suppliers
  • Coordinate with UNAMI cleaning services to ensure daily cleaning of the office;
  • 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 office;
  • Report all defects, malfunctions and damages in the office and offer solutions to the Operations Manager or other key operations staff;
  • Drive office vehicles for the transport of authorized personnel when needed;
  • Drive both non-armored as well as armored vehicles.

Provide support for effective administrative control in the office

  • Assist office staff in filing, photocopying and maintaining required records.
  • Assist in the mailing and distribution of publications and payment of bills, as required.
  • Deliver and collect mail, documents and other items to Government – Offices/Embassies/Commercial Establishments/ UN Offices;

Support knowledge building and knowledge sharing in the CO

  • Provide support to training to staff engaged in the conduct of physical inventory.
  • Brief staff members on issues relating to area of work

Other duties as assigned


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

FUNCTIONAL COMPETENCIES:

  • Ability to administer and execute administrative processes and transactions related to asset management
  • Ability to extract, interpret, analyze and resolve operational issues
  • Ability to support a team and team building skills
  • Focuses on results for the client and responds positively to feedback
  • Ability to work under pressure and in crisis situations
  • Attention to detail


Required Skills and Experience

Education and certification:

  • Secondary education is required
  • Bachelor’s Degree is an asset.

Experience:

  • Minimum Three years of relevant experience in administration or programme support service. 
  • Experience in usage of computer and office software packages (MS Word, Excel, etc.).

Language Requirements:

  • Fluency in written and spoken English and Arabic Languages.
  • Knowledge of the other UN official working language is an asset. 


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


If you are experiencing difficulties with online job applications, please contact jobs.help@undp.org.

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