Administrative Clerk

Contract

This is a LICA-3 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 3 years of experience, depending on education. More about LICA-3 contracts.

Background Information - Job-specific

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

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.

1. 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.

2. 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.

3. 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

a. Education

• Secondary education is required.
• Specialized secretarial training or office management certification is an asset

b. Work Experience

• At least three years of relevant working experience in programme /administrative support is required

c. Language Requirements

• Full working knowledge of English is required.
• Fluency in one or more additional official UN languages is an asset.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

Background Information - Kenya

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Zimbabwe, Zambia, Mozambique and island states.