I. Position Information
Title: Administrative Clerk Type of Contract: Fixed-Term Appointment (Local) Level: GS 4 Duty Station: Hargeisa, Somalia
II. Organizational Context
Under the guidance and supervision of Head of Hargeisa sub-Office and the Administrative Officer, the Administrative Clerk provides support to OCHA staff ensuring high quality of work, ensures 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 OCHA staff in the field and other UN agencies staff in the field to ensure consistent service delivery.
III. Functions / Key Results Expected
Summary of Key Functions:
Assist with implementation of operational strategies Provision of administrative and logistical support Provision of support to office maintenance and assets management
Provides assistance in implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UNOCHA rules, regulations, policies and strategies.
- Provides administrative and logistical support, focusing on achievement of the following results:
Receipt of shipments, customs clearance arrangements, preparation of documents for UNOCHA shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance. Maintenance of HR records for all staff in support of the Nairobi office; Arrangement of travel and hotel reservations, preparation of staff movement forms and minor airstrip preparations Support to staff members and their dependents by processing and follow up with the UNOCHA Nairobi requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government. Administrative support to organization of conferences, workshops, retreats. Collection of information for DSA, travel agencies and other administrative surveys. Preparation of routine correspondence, faxes, memoranda and reports in accordance with policy. Extracting, inputting, copying and filing data from various sources. Maintenance of files, correspondence in Administrative Unit Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans. Facilitates with relevant offices the issuance of re-entry visas Assist the Head of Sub-office in the management of petty cash and cash advances Provide administrative support to Garowe, Galkayo sub-offices Perform other related duties as required.
- Provides support to office maintenance and assets management, focusing on achievement of the following results:
Collection of information on assets management, maintenance of records and files on assets management. Maintenance of files and records relevant to office maintenance. Assists in vendor identification and in the procurement of items for the office
IV. Impact of Results
Well organized reports and /or records, processing of work and related follow-up done under general guidance. Well organized work with accurate information; Use of own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable. .
V. Competencies and Critical Success Factors
Corporate Competencies:
• Demonstrates integrity by modeling the UN’s values and ethical standards • Promotes the vision, mission, and strategic goals of UNOCHA • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability • Treats all people fairly without favoritism
Functional Competencies:
OPERATIONAL EFFECTIVENESS Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies Good knowledge of administrative rules and regulations Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service Ability to organize and complete multiple tasks by establishing priorities
PLANNING, ORGANIZING AND MULTI-TASKING Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines Demonstrates ability to quickly shift from one task to another to meet multiple support needs Establishes, builds and maintains effective working relationships with staff facilitate the provision of support
VI. Recruitment Qualifications
Education:
Secondary education. Certification in administration, finance, human resources or related fields is desirable.
Experience: Minimum 4 years of progressively responsible clerical or secretarial work experience including at least two years in the field of finance, accounting, human resources, evaluation, audit or administrative services or other related fields.
Language Requirements:
Fluency in written and spoken English
“Interested and qualified candidates are requested to submit electronic application by visiting http://jobs.undp.org/.
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