FAO Administrative Clerk

Job ID/Title :FAO Administrative Clerk
Category :Administration/Operations
Brand :FAO
Application Deadline :25-Jan-15
Duty Station :East Jerusalem
Languages Required :Arabic, English,   
Duration of Initial Contract :     6 months

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Background:
Under general supervision of the FAO Head of Office and direct supervision of the Administrative and Finance Officer, the incumbent will perform a range of standardized administrative clerical duties as indicated by the requirements and structure of the organization to ensure consistent service delivery.
Description of Responsibilities:
Summary of key functions:
-Provide support to office staff
-Provide administrative support to the head of the office
-Provides effective and responsive timely and quality reception services as follows:
-Receive and transmit verbal and written messages to appropriate staff member;
-Receives visitors and answers inquiries with available UN and FAO information;
-Keeps and updates records of FAO telephone Directory and Emergency numbers;
-Keeps and updates contact list of donors, IOs and NGOs, MoA counterparts.
-Drafts routine correspondence, memoranda and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures;
-Searches office files and records relating to a variety of topics for information and references.  Selects information and records in specified format for use by others in preparing reports, correspondence, technical papers, projects or programme plans and general reference documents;
-Makes travel and hotel reservations for FAO staff and missions;
-Assists senior staff in the area of office management.  Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes, and makes recommendations for follow-up action;
-Prepares correspondence, special reports, evaluations and justifications and translate documents as required, on general administrative or specialized tasks that may be of a confidential nature within assigned area of responsibility;
-Monitors telecom charges and staff bills, prepares invoices and ensures timely payment of  all personnel bills;
-Undertakes all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required;
-Ensures maintenance of registry system focusing on maintenance of the office filing system, maintenance of archives, and provision of photocopies of material from the registry files, as requested by staff;
-Ensures provision of effective mail management focusing on registration, coding and forwarding of incoming and outgoing correspondence including pouch, and follow up distribution;
-Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
-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 services.
Competencies :
Core Competencies:
-Demonstrates commitment to FAO’s mission, vision and values;
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
-Demonstrate corporate knowledge and sound judgment;
-Acting as a team player and facilitating team work;
-Facilitating and encouraging open communication in the team, communicating effectively;

Functional Competencies:
Knowledge Management and Learning
-Shares knowledge and experience;
-Encourages office staff to share knowledge and contribute to FAO Practice Areas;
-Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills;
Development and Operational Effectiveness
-Ability to perform a variety of specialized activities related to administrative issues;
-Sound knowledge of administrative rules and regulations;
Leadership and Self-Management
-Focuses on result for the client;
-Consistently approaches work with energy and a positive, constructive attitude;
-Remains calm, in control and good humoured even under pressure;
-Demonstrates openness to change;
-Responds positively to feedback and differing points of view;

Qualifications :
Recruitment Qualifications

Education:
High School Diploma, University degree in Business Administration would be desirable.

Experience:
Three years of relevant administrative experience. Thorough knowledge of modern office procedures.

Language Requirements:
Arabic mother tongue and very good knowledge of English language. Working knowledge of Hebrew would be desirable.

Other:
Initiative, good judgment, ability to work under pressure, writes clearly and meets deadlines. Courtesy, discretion and ability to work with people of different national and cultural backgrounds. Ability to use PC’s, operate word-processing equipment and proficiency in Windows (MS Word, Excel);
 
 

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“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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