Hardship LevelA (least hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS3
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2023-08-01
Job Posting End DateJune 29, 2023
Standard Job DescriptionClerk Organizational Setting and Work Relationships The Clerk provides clerical and administrative assistance to the immediate supervisor and/or the Office as a whole. The incumbent is normally supervised by an Officer or Associate. S/he receives regular guidance and instructions from the supervisor on procedural aspects of the work. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity. Duties - Provide general clerical support to the work unit and, if required, visiting staff members. - Maintain the records in the work unit, create files for correspondence, reports, including confidential files. - Manage conference room booking and ensure that the facilities are well arranged and prepared with adequate supply to cover number of intended guests. - Maintain a proper record and inventory of stationary items in the work unit and ensure a well-stocked office. - Sort and prioritize incoming correspondence, reports, etc. and direct to other responsible staff members where necessary. - Arrange and forward records for archiving and maintain records of files sent for archiving. - Maintain calendar of appointments and schedules of meetings and travel for the supervisor, perform such clerical tasks as the completion of travel authorization requests, stationery request forms, etc. - May be required to prepare drivers¿ work schedule and maintain shift system. - May be required to organize and maintain mail delivery (Pouch) and tracking system between offices. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level G3- 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher Field(s) of Education n/a Certificates and/or Licenses n/a Relevant Job Experience Essential Not specified Desirable Not specified Functional Skills IT-Computer Literacy (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile The incumbent is supervised by Snr HR Associate. S/he receives regular guidance and instructions from the supervisor on procedural aspects of the work. The incumbent is responsible for operational and administrative procurement and may liaise with local suppliers and/or officials on routine subject matters to ensure effective delivery of services and achievement of objectives under the direction of the supervisor. S/he will assist applicable staff members, Affiliate Workforce and external meeting participants with travel arrangements, provide logistics support for UNHCR organized events, accommodation booking. The incumbent will assist in administrative formalities related to issuance/ renewal of visas, licences, and other similar documents. Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records. S/he is equally expected to assist with basic interpretation services, translation of documents related to his/her admin functions. S/he will need to be conversant with UNHCR corporate software and ERP systems.
Required languages (expected Overall ability is at least B2 level):
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Desired languages
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Operational context
Additional Qualifications
SkillsIT-Computer Literacy
Education
Certifications
Work Experience
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration
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Additional InformationAn interview and written test will be held for this post. Applicants will be contacted ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION.
Functional clearanceThis position doesn't require a functional clearance