Administrative Clerk – Logistics and Maintenance - G4

Contract

This is a GS-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about GS-4 contracts.

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.

In 2012, UN Women has extended its work to include the Arab Region through UN Women’s Regional Office for Arab States (ROAS). UN Women is active six impact areas: political participation, economic empowerment, gender-based violence, gender-responsive budgeting, women in peace and security and HIV.

Under the overall guidance of the Operations Manager and direct supervision of the Administrative Associate, 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 Regional Office and Country Offices 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

Implement operational strategies related to assets, logistics and administrative support

• Provide administrative support in full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN Women rules, regulations, policies and strategies and that inventory procedures are complied with at all Regional Office units

Provide administrative support the asset management in the office

• Receive, inspect and verify all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Record and track assets purchased for active projects
• Monitor and manage office supplies and assure timely provision of office equipment and stationary
• Assist in tagging all furniture/equipment upon receipt from the supplier; update of non-expendable property inventory record and track movement of furniture piece.
• Utilize the ATLAS Asset Management Module in accordance with UN Women’s policies and procedures to comply with IPSAS.
• Coordinate and facilitate? physical assets disposal, including preparation of ?documentation for submission to PRC; follow up on requests and liaise with requesting unit, maintenance for disposal action, and entry in Atlas of all the requisite details for recording disposals.

Provide building management services

• Facilitate timely maintenance of building and repairs by coordinating and working with various suppliers including elevator?maintenance,?electrical,?carpentry,?plumbing,?and painting etc.
• Ensure proper safety of building, facilities, and mechanical equipment.
• Coordinate with cleaning services company and Gardener to ensure daily cleaning of the Building;
• 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 Building;
• Ensure timely refill of the Building Generator with solar and keep log book for each refill;
• Report all defects, malfunctions and damages in the Building and offer solutions to the Administrative Associate, Operations Manager or other key operations staff;
• Coordinate the maintenance of plants for the common shared areas;

Provision of logistical support services

• Prorvide logistical support in the Clearance of goods, vehicles and equipment from the customs;
• Process ?travel visa requests and other documentation from the relevant embassies;
• Provide logistical support in ?shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
• Provide addministrative support in coordination with local government to conferences, workshops, retreats and other programme or project activity as required.
• Maintain UN Women Regional Office Arab States (ROAS) file in the MOFA registration office and all MOFA branches for the official diplomatic delegation signatures.
• Maintain UN Women ROAS customs clearance file in all port (airports / harbors) of Egypt (to allow the import / export of items for business or international staff).
• Act as Custodian of the 4DE log for the official incoming imports of the office.
• Coordinate issuing of the airport entrance permits.
• Provide adminisrtative support to office staff, consultants, interns and volunteers on all governmental procedures and requests
• Coordinate the Issuance of diplomatic residence VISAs for all international staff members and their dependents, the Vehicle license for all official Vehicles and international staff Vehicles, the driving license for international staff memberand ?MOFA diplomatic ID cards for all international staff members

Provide administrative support 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.
• Provide logistical and general administrative support to the preparation of workshops, training and other activities.

Support knowledge building and knowledge sharing in the RO

• 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

Impact of Results :

• Proper asset management is performed in adherence to UN Women rules, regulations, policies and strategies
• Proper documentation of information in ATLAS
• Timely provision of transport, ?logistic and general administrative support services to the office as needed
• Accurate recording of documents
• UN Women governmental and legal logs are maintained and updated

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

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

Functional Competences:

• 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
• Good knowledge of asset management and administrative rules and regulations
• Good IT and web-based management skills
• Focuses on results for the client and responds positively to feedback
• Attention to details

Required Skills and Experience

Education and certification::

• Completion of Secondary Education is required
• Bachelor’s degree in Business Administration or relevant fields like Accounting and Finance is an asset.

Experience:

• Minimum four years of relevant experience in administration, logistics or programme support service.
• Experience in usage of computer and office software packages (MS Word, Excel, etc.).
• Experience in the use of Atlas is an asset.

Language Requirements:

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

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment.

Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.