Administrative Clerk at United Nations Office for Project Services (UNOPS)

Functional Responsibilities:

The Administrative Clerk is responsible for providing administrative and office support functions, ensuring high quality of work, accurate, timely and properly recorded and documented service delivery, including effective and efficient functioning of the Director’s office, full confidentiality in all aspects of the assignment, and maintenance of protocol procedures.

• Office Support/ Reception Functions:
• Routing of telephone calls and communication of messages within the office for appropriate action.
• Receipt of all visitors and incoming phone calls and directing them to the relevant unit/ individuals.
• Booking, setting up, and co-ordination of meeting rooms and video conferencing facilities for meetings.
• Collection, distribution and dispatch of daily incoming and outgoing normal / courier mail and documents.
• Support to the Director Functions:
• Assist with the management of the Director’s missions and representation schedule, as well as related travel arrangements.
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Director.
• Provision of all other related administrative, logistical, protocol and secretary services for the Directorate.
• Administrative Functions:
• Support the organization of special corporate events, luncheons, receptions for high-level invitees from missions, governments, UN agencies, governmental/non-governmental organizations and other partners
• Support to organization of internal meetings, conferences, workshops, retreats; preparation of agenda and logistics arrangements, including circulation of the documentation to be reviewed, minutes and follow ups.
• Support to the management team (administrative, logistical and secretarial services)
• Support UNOPS support personnel and PDO personnel in terms of travel and claims
• Handling certain payment accounts on a monthly basis
• In close collaboration with the procurement /support services team, implementation of follow-up actions, drafting correspondence related to shipments and office supplies.
• To stand in for administration personnel while on leave.
• Perform other related duties as required.

Education/Experience/Language requirements:

• Education
• Secondary education is required.
• Specialized secretarial training or office management certification is an asset
• Work Experience
• At least three years of relevant working experience in programme /administrative support is required

Other Functional Competencies

• Initiative;
• Ability to learn;
• Organized and Quality orientation;
• Communication Skill;
• Team work;
• Client Focus;
• Integrity;
• Lives and breathes the UNOPS values;
• Demonstrated drive for continuous improvement and incorporation of lessons learned and best practices into business process routines;
• Demonstration of professional behavior and personal ethics, transparency and openness to encourage respect and similar behavior from colleagues in the workplace.
• Language requirements
• Full working knowledge of English is required.
• Fluency in one or more additional official UN languages is an asset