ADMINISTRATIVE CLERK

Location:Jerusalem, PALESTINIAN TERRITORIES
Application Deadline:05-Apr-11
Additional Category :Management
Type of Contract :Service Contract
Post Level:SC-4
Languages Required:Arabic   English 
Starting Date :01-May-2011
Duration of Initial Contract : 6 months (with possibility of extension)
 

 

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. Placing women's rights at the centre 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.

Duties and Responsibilities

Under the overall supervision of UN WOMEN oPt Head of Office and the direct supervision of the Women Human Rights Unit (WHRU) Project Manager, UN WOMEN wishes to bring on board an Administrative Clerk, who will undertake the following duties and responsibilities related to projects and activities under the Unit:

-Provide administrative and logistical support and back up to the WHRU, including but not limited to organized workshops, meetings, events etc, both internal and external;
-Provide support to proper supply of the WHRU and assets management. Upon approval of the WHRU Manager, organize procurement of office equipment and supplies, maintain an inventory thereof;
-Arrange appointments and meetings, maintain the Unit team agenda;
-Assist the WHRU in preparing relevant documentation for contracting and payments;
-Maintain regular track of contracts and payments;
-Liaise and follow up with projects partners and consultants for any matter related to contractual issues;
-Support the Finance and Operations Associate in arranging for WHRU staff official travel: flight and hotel reservations, prepare travel authorization forms, mission documents and travel claim forms;
-As required, type, compile data, draft, proofread, edit and translate routine and official correspondence, presentations, various documents and reports, some of which are confidential;
-Assist the WHRU in drafting Unit meetings minutes. Ensure follow up to the Unit meetings action points;
-Assist the WHRU with public inquiries, requests for information as necessary and refer inquiries to appropriate personnel for handling;
-Support the Finance and Operations Associate in handling requests for visa and any other protocol issues such as identity cards, customs clearance and other personnel-related documents in accordance with the requirements of the United Nations system;
-Maintain the WHRU filing system and list of contact lists;
-Track WHRU projects budgets and maintain alerted Unit Manager about budget expenditures;
-Perform other related administrative duties, as required:  liaise with service providers and suppliers,  including monitoring contracts  and quality of services and products provided;  prepare VAT exemption certificates, ensuring compliance with VAT exemption procedures and other relevant requirements  (legal, financial etc.); courier services, travel programme; identification of office technology needs and maintenance of equipment, software and systems; assist on actions related to the Office's human resource activities, e.g., recruitment issues,  leave monitoring , complete home leave and UNLP renewal forms,  training , etc. while ensuring coordination with appropriate units at HQ and  consistency in the application of regulations and procedures;
-Prepare correspondence in English and Arabic, as requested;
-Prepare translations from English to Arabic and vice-versa, as requested;
-Follow-up on impending / pending actions;
-Perform other duties as assigned.

Competencies

CORE VALUES / GUIDING PRINCIPLES
-Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
-Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

CORE COMPETENCIES
-Ethics and Values : Demonstrating / Safeguarding Ethics and Integrity
-Organizational Awareness : Demonstrate corporate knowledge and sound judgment
-Developing and Empowering People / Coaching and Mentoring: Self-development, initiative-taking.
-Working in Teams : Acting as a team player and facilitating team work
-Communicating Information and Ideas : Facilitating and encouraging open communication in the team, communicating effectively.
-Self-management and Emotional intelligence : Creating synergies through self-control
-Conflict Management / Negotiating and Resolving Disagreements
-Knowledge Sharing / Continuous Learning : Learning and sharing knowledge and encourage the learning of others

FUNTIONAL:
The incumbent needs to be:
-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

Required Skills and Experience
Education:

-High school degree. Secretarial and/or administrative training desirable

Experience:

-Proven computing skills (word processing, spreadsheets, database, internet applications)
-1 to 2 years of relevant professional experience

Languages:

-Excellent command of written and spoken English and Arabic

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.