Administrative Clerk

Location :Occupied Palestinian territory (Jerusalem)
Application Deadline :31 January 2012   
Type of Contract :SC
Post Level :SB2
Languages Required :Arabic, English
Starting Date : (date when the selected candidate is expected to start)    1 March 2012
Duration of Initial Contract :  One year with possibility of extension

Background
The UN Women (UNW), 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. Placing women’s rights at the center of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
UN Women plays an innovative and catalytic role in the occupied Palestinian territory (oPt) since its inception in 1997. UN Women oPt focuses its activities on one overarching goal, namely to support the implementation at the national level of existing international commitments to advance gender equality in line with the national priorities. In support of this goal, and thoroughly taking into consideration the specificities of the oPt context, UN Women concentrates its efforts and interventions toward the realisation of following strategic goals: Engendering governance, peace and security; Supporting women's economic security and rights; and Promoting women’s rights and protection against violence.

During 2012, UN Women oPt office plans to decentralise its operations to increase efficiency and effectiveness of its programmes. In order to do so, the office will be recruiting an operations team to support the Management Unit in establishing systems and performing main operational functions which will eventually lead to successful implementation of decentralization process. The administrative Clerk will work as a member of the operations team, providing admin and clerical support to the Management Unit. 

Duties and Responsibilities
Under the overall guidance of the oPt Head of Office and the direct supervision of the Programme Management Analyst, the Administrative Clerk will undertake the following tasks and responsibilities:
-Provide administrative and logistical support and back up to the Management Unit, including but not limited to travel, HR, filing, procurement, security, logistics...etc
-Compile weekly travel requests from staff, organize office car schedule and liaise between staff and drivers on all travel requests.
-Follow up with drivers on daily maintenance of office vehicles; vehicle insurance and registration; reporting incidents…etc
-Arrange and coordinate appointments, meetings and missions for both Head of Office and Programme Management Analyst,
-Liaise with UNDP/ PAPP on general services requests, monitor all requests.
-Provide support to proper supply of oPt Office stationary needs, provide support to organizing  procurement processes of office equipment and supplies,
-Act as assets focal points, update office assets list and liaise with both ASRO/HQ and project staff on asset-related matters.
-Act as leave monitor for staff;
-Assist the Management Unit, in preparing relevant documentation for contracting and payments;
-Keep an updated list of local suppliers/ vendors; with detailed contacts
-Liaise and follow up with vendors/ suppliers for any matter related to contractual commitments and conditions; including quality of services provided. 
-Liaise between staff and IT provider on IT requests; ensure documentation of each request and end result; assess the quality of services provided by the IT Company on quarterly basis.
-Create requisitions in Atlas for goods and services.
-Keep the management unit filing system updated; Maintain regular track of contracts (mainly SSA and personnel files) and payments;
-As required, type, compile data, draft, and translate routine and official correspondence, presentations, various documents and reports,; 
-Keep track of operational expenses made on core and non-core budgets.
-Prepare correspondence in English and Arabic, as requested;
-Prepare translations from English to Arabic and vice-versa, as requested;
-Participate in any trainings for the operations/projects staff on administration.
-Follow-up on impending / pending actions;
-Perform other duties as assigned.

Competencies
OPERATIONAL EFFECTIVENESS
-Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies
-Ability to handle a large volume of work possibly under time constraints
-Good knowledge of administrative rules and regulations
-Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
-Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
-Ability to organize and complete multiple tasks by establishing priorities

MANAGING DATA
-Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
-Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
-Transmits file data; creates and generate queries, reports and documents utilizing databases, spread sheets, communications and other software packages with speed and accuracy
-Interprets data, draws conclusions and/or identifies patterns which support the work of others

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS
-Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
-Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
-Shows sound grasp of grammar, spelling and structure in the required language
-Ensures correspondence, reports and documents comply with established UN standards
-Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING
-Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
-Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
-Demonstrates ability to quickly shift from one task to another to meet multiple support needs
-Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
-Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:
High school degree. Secretarial and/or administrative training desirable

Experience:
2 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Skills:
-Flexible to deal with a wide spectrum of tasks the job entails
-Able to exercise sound judgment and discretion
-Reliable and well-organized
-Good communicator
-Able to work in an international environment
-Able to work under pressure and to timely deliver

Language Requirements:
-Very good communication and writing skills and fluency in English and Arabic (comprehension, written, and spoken).

How to Apply
Please send your updated P11 form (to be downloaded from:  here  P11 Form and CV as well as your cover letter to
 

as per deadline indicated.
Please be advised that due to the high amount of replies UN Women receives, we can only get back to the candidates who have been shortlisted for an interview.
UN Women encourages the application of both women and men.