UNOPS Administrative Clerk Jobs in Kenya
UNOPS Administrative Clerk Jobs in Kenya
Background Information - Job-specificUnder the overall guidance and direct supervision of the Administrative Associate in close collaboration with the Head of Support Services, 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 administration unit, full confidentiality in all aspects of the assignment, and maintenance of protocol procedures.
[Functional Responsibilities
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 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 like DHL and Jim Cab
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 admininstration personnel while on leave.
Perform other related duties as required.
Education
Secondary education is required.
Specialized secretarial training or office management certification is an asset
Experience
At least three years of relevant working experience in programme, administrative support required.
Experience in working with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages will be added advantage
Experience in UN system organizations is desirable.
Languages
Fluency in written and oral English required. Knowledge of second UN working language is desirable.
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.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others.
For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
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 Considerations
Please note that the closing date is midnight Copenhagen time
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands.
We have a progressive policy on work-life harmonization and offer several flexible working options.
This policy applies to UNOPS personnel on all contract types
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.
Contract type, level and duration
Contract type: Local Individual Contractor
Contract level: L-ICA 3
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
This is a local post. As such, it is only open to Kenyan Nationals or persons with valid residence permits.*
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
How to Apply
Interested and qualified candidates should apply online by 19th May 2019
For more information and job application details, see; UNOPS Administrative Clerk Jobs in Kenya
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