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

 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.

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

Language Requirements

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