FAO Administrative Clerk

Job ID/Title :FAO Administrative Clerk
Brand :FAO
Application Deadline :23-Nov-13
Duty Station :Gaza
Languages Required :Arabic, English,   
Duration of Initial Contract : One year
   

Background:
Under the general supervision of FAO Head of Office, the direct supervision of the Programme Officer and the functional guidance of the Admin/Finance Officer, the Administrative Clerk provides support to administrative services ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.
 
The Administrative Clerk works in close collaboration with the Administrative (Procurement, Finance, Human Resources, Logistics and IT) and Programme staff in the Office and other stakeholders, including UN agencies to ensure consistent service delivery.
 
Description of Responsibilities:
Summary of Key Functions:
-Support HR functions
-Support and follow-up procurement related activities
-Provides support to office running and assets management
-Implement and follow-up financial/admin related tasks

1-Support Human Resources functions, focusing on achievement of the following results:
-Full compliance of UN/FAO rules, regulations, and policies;
-Preparation of leave plans;
-Follow-up on holidays
-Support permit and travel actions.

2-Support and follow-up of procurement related activities, focusing on achievement of the following results:
-Ascertain implementation of FAO rules for procurement related actions
-Support reception of offers and guarantee careful follow-up
-Manage contractual instruments for progamme and office related actions and liaise with procurement unit accordingly
-Preparation of all necessary documentation, implementation of follow-up actions and drafting correspondence on local procurement actions and liaise with suppliers when required;
-Administrative support to organization of conferences, workshops and retreats;

3-Provides support to office running and assets management, focusing on achievement of the following results:
-Collection of information on assets management, maintenance of records and files on assets management;
-Maintenance of files and records relevant to office rent, maintenance and inventory; records of non-expendable equipments;
-Maintenance of files and records of communication devices and tools;
-Maintenance of the proper filing system for office records and documents.

4-Implement and follow-up financial/admin related tasks in the FAO Gaza Office, focusing on achievement of the following results:
-Support the programme staff on administration actions;
-Arrangement of travel and hotel reservations;
-Preparation of routine correspondence, faxes, memoranda and reports in accordance with FAO guidelines;
-Management of cash receipts and petty cash;
-Extracting, inputting, copying and filing data from various sources;
-Maintenance of files in Administrative Unit;

5-Performs other duties as and when required.
 
Impact of Results

The key results have an impact on the execution of the administrative services  in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.

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, spreadsheets, 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.

 
Qualifications :
Education:
Secondary education.

Experience:
4 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.
Language Requirements:
Arabic mother tongue and very good knowledge of English language.

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بدون رسوم اشتراك شهري

 
“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally”
 
UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly
 
Important message to all applicants!
-Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application. Please download the form from the following link: http://jobs.undp.ps.
-You will get the opportunity to upload the P-11 at when you apply for the position.
-Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are under consideration will be contacted.
-For more detailed information about UNDP/PAPP please visit our website at www.undp.ps.

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