One UN Roster Administrative Clerk


Location : Gaza, PALESTINIAN TERRITORIES
Application Deadline :08-Feb-21 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-2
Languages Required :
Arabic   English  
Duration of Initial Contract :6 months with possible extension based on fund availability and performance

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.


Background

The UN Agencies active in Palestine (UN Country Team) requested the one UN HR group to establish a One UN Roster that is made of the most frequently required positions. The following 11 Generic Vacancy Announcements support the establishment of this One UN Roster. The Roster will be a list of pre-vetted, highly qualified candidates, and it serves the purpose of fast-tracking recruitment processes as positions become available. After a rigorous selection process, successful candidates will be placed in the respective One UN Roster for a period of 24 months. While placement on the Roster does not guarantee a position, it is going to be an important resource for filling future vacancies. Candidates placed on the Roster will be reviewed when a relevant position becomes available and if found suitable, are offered placements through a direct selection process. 

This Generic Vacancy Announcement serves the purpose of creating a One UN Roster in Palestine. The Roster will be used to expedite the hiring of personnel whenever UNDP on request of an executing UN entity, or where UNDP itself needs personnel contracting services in the respective area.

This Generic Vacancy Announcement is exclusively intended for Administrative Clerk Service Contract positions at SB2 level in any UN entities operating in Palestine. The Administrative Clerk performs a range of standardized administrative clerical duties as indicated by the requirements and structure of the Organization to ensure consistent service delivery. The One UN Roster is a list of pre-vetted, highly qualified candidates intended to fast-track recruitment processes as positions become available. After a rigorous selection process, successful candidates will be placed in the Administrative Clerk SB2 One UN Roster. While placement in the Roster does not guarantee a position, it is an important resource for filling vacancies. Candidates placed on the Roster will be reviewed when a relevant position becomes available and if found suitable, are offered placements through a direct selection process.


Duties and Responsibilities

Summary of key functions:

1. Provision of administrative, logistical, and secretarial assistance 

2. Support travel management, procurement 

3. Support facilities and asset management

 

1. Provision of administrative, logistical, and secretarial assistance focusing on achievements of the following results:

• Performs general administrative or specialized tasks;

• Receive and transmit verbal and written messages as appropriate ; 

• Receives visitors and answers inquiries with available information;

• Keeps and updates records of telephone directory and emergency contacts; 

• Keeps and updates official contact list which includes   donors, International Organizations and NGOs, MoA counterparts as well as any other relevant official contacts

• Safe keep and searches office files and records relating to a variety of topics for information and references.  Selects information and records to be used for preparing reports, correspondence, technical papers, projects or programme plans and so on; 

• Assists senior staff in office management.  Arranges for and attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes, and makes recommendations for necessary follow-up actions

• Drafts routine correspondence, memoranda and reports via oral instructions, and translate documents which may be of confidential nature;

• Monitors telecom charges and staff bills, prepares invoices and ensures timely payment of  all personnel bills.

• Manages administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required;

• Ensures maintenance of registry system focusing on maintenance of the office filing system, maintenance of archives, maintenance of records relevant to office rent and  assets management including records of non-expendable equipment; and provision of photocopies of material from the registry files, as requested by staff;

• Ensures provision of effective mail management system focusing on registration, coding and forwarding of incoming and outgoing correspondence including pouch, and follow up distribution;

2. Supports Human Resources, travel management and procurement to meet operational needs, focusing on achievements of the following results:

• Providing assistance in implementing HR and Procurement services when required; 

• Make travel arrangements ensuring compliance with corporate travel guidelines, request travel advances and prepare travel documentation as required.

• Assist staff  with processing travel expense claims, document retrieval, inventory, etc;

3. Support facilities and asset management

• Assists to facilities and asset management as required

4. Perform other duties as requested by the supervisor.


Competencies

Core Competencies:

Innovation:  Ability to make new and useful ideas work

Leadership:  Ability to persuade others to follow

People Management:  Ability to improve performance and satisfaction

Communication:  Ability to listen, adapt, persuade and transform

Delivery:  Ability to get things done while exercising good judgement

Technical/Functional Competencies:

Operations:  Office Administration

Operations:  Operational Efficiency

Knowledge Management:  Knowledge Curation


Required Skills and Experience

Education:

Secondary Education. Certification in administration is desirable.

Experience:

Minimum 3 years relevant experience in administration.

Experience in handling of web-based management systems and experience in the use of computers and office software packages (MS Word, Excel, etc). 

Familiarity with UN administrative and financial regulations, rules and procedures would be an asset.

Language Requirements:

Arabic mother tongue and very good knowledge of English language. 

Working knowledge of Hebrew is desirable. 

Application:

All applications must include (as an attachment) the completed UNDP Personal History form (P-11) which can be downloaded from 

UNDP P11 form (new Personal History form) (google.com)  Kindly note that the system will only allow one attachment. Applications without the completed UNDP P-11 form will be treated as incomplete and will not be considered for further assessment.



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

© 2016 United Nations Development Programme