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A’ Level UN Administrative Clerk Job Opportunities – United Nations Office for Project Services (UNOPS)
Job Title: Administrative Clerk
Organisation: United Nations Office for Project Services
(UNOPS)
(UNOPS)
Duty Station: Entebbe, Uganda
Reports to: Project Manager
Vacancy Code: VA/2018/B5323/15220
About UNOPS:
United Nations Office for Project Services (UNOPS)’ mission is to
expand the capacity of the UN system and its partners to implement peace
building, humanitarian and development operations that matter for people in
need. Working in some of the world’s most challenging environments, UNOPS
vision is to always satisfy partners with management services that meet
world-class standards of quality, speed and cost effectiveness. By assisting UN
organizations, international financial institutions, governments and other
development partners, UNOPS makes significant, tangible contributions to
results on the ground.
expand the capacity of the UN system and its partners to implement peace
building, humanitarian and development operations that matter for people in
need. Working in some of the world’s most challenging environments, UNOPS
vision is to always satisfy partners with management services that meet
world-class standards of quality, speed and cost effectiveness. By assisting UN
organizations, international financial institutions, governments and other
development partners, UNOPS makes significant, tangible contributions to
results on the ground.
Job Summary: The
Administrative Clerk will provide administrative assistance to the project
team, which is responsible to deliver the procurement of X-ray machines and
refurbishment of radiology rooms in selected district hospitals in Uganda on
behalf of the Ministry of Health. Under the guidance and supervision of the
Project Manager, the Administrative Assistant provides support to office
operations performing a variety of standard administrative processes ensuring
high quality and accuracy of work. The Administrative Assistant may take
routine decisions on administrative processes based on clearly established
guidelines. In performing his/her work, the Administrative Assistant promotes a
client, quality and results-oriented approach.
Administrative Clerk will provide administrative assistance to the project
team, which is responsible to deliver the procurement of X-ray machines and
refurbishment of radiology rooms in selected district hospitals in Uganda on
behalf of the Ministry of Health. Under the guidance and supervision of the
Project Manager, the Administrative Assistant provides support to office
operations performing a variety of standard administrative processes ensuring
high quality and accuracy of work. The Administrative Assistant may take
routine decisions on administrative processes based on clearly established
guidelines. In performing his/her work, the Administrative Assistant promotes a
client, quality and results-oriented approach.
Key Duties and
Responsibilities:
Responsibilities:
Office Support/ Reception
Functions:
Functions:
- Tasked with routing of
telephone calls and communication of messages within the office for
appropriate action. - Receipt of all
visitors and incoming phone calls and directing them relevant unit/ individuals. - Booking, setting up,
and co-ordination of meetings - Collection,
distribution and dispatch of daily incoming and outgoing normal / courier
mail and documents. - Contacts with visitors
and staff, arrangement of appointments and meetings, acting as an
interpreter when required and/or taking minutes. - Compilation and
preparation of briefing and presentation materials, speeches, background
information and documentation for meetings and missions. - Maintenance of hard
copy and electronic files, reference materials and confidential records as
required - Support in the
preparation of the administrative budget plan for the office - Support the monitoring
of expenditures against the administrative budget for the office, bringing
to the attention of the supervisor any problem or discrepancy that
warrants further review. - Support to the Petty
cash management - Preparation of travel
authorization for staff members
Office maintenance and assets management
- Tasked with the
maintenance of records on assets management, preparation of reports. - Maintenance of files
and records relevant to office maintenance - Provision of support
to maintenance of common premises and common services
Administrative and logistical Functions:
- Organization of
shipments, customs clearance arrangements, preparation of documents for
UNOPS shipments (received/sent), Preparation of all necessary
documentation, implementation of follow-up actions - Performance of a Buyer
role in oneUNOPS and preparation of POs for travel activities, payments,
contracts. - Support to
organization of procurement processes including preparation of RFQs, ITBs
or RFPs documents, receipt of quotations, bids or proposals, their
preliminary evaluation. Preparation of POs. - Arrangements of travel
and hotel reservations, preparation of travel authorizations, processing
requests for visas, identity cards and other documents. - Administrative support
to conferences, workshops, retreats. - Collection of
information for DSA, travel agencies and other administrative surveys,
support to organization of common services. - Custodian for
management of office stationery supplies including maintenance of stock
list of stationery, distribution of stationery as required by staff and
keeping a log of distribution. - Maintenance of the
filing system ensuring safekeeping of confidential materials. - Archiving (physically
and electronically) and ensuring the internal Data Base for project
information is updated - Extraction of data
from various sources. - Research and retrieval
of statistical data from internal and external sources; preparation of
statistical charts, tables and reports. - Follow up on
deadlines, commitments made, actions taken and coordination of collection
and submission of the reports to Project Manager - Assistance in the
preparation of budget, provision of information for audit.
Qualifications, Skills and Experience:
- The ideal candidate
for the United Nations Office for Project Services (UNOPS) Administrative
Clerk job placement should have completed secondary education. - A Bachelor’s degree in
Business Administration, Logistics, or any other related field is an
advantage. - A minimum of three
years of relevant working experience in programme OR administrative
support is required. - Previous experience in
logistics is an asset. - Languages: Full
working knowledge of English is essential. Working knowledge of Luganda is
an added advantage.
Personal Competencies:
- Treats all individuals
with respect; responds sensitively to differences and encourages others to
do the same. Upholds organizational and ethical norms. Maintains high
standards of trustworthiness. Role model for diversity and inclusion. - Acts as a positive
role model contributing to the team spirit. Collaborates and supports the
development of others. For people managers only: Acts as positive
leadership role model, motivates, directs and inspires others to succeed,
utilizing appropriate leadership styles. - Demonstrates
understanding of the impact of own role on all partners and always puts
the end beneficiary first. Builds and maintains strong external relationships
and is a competent partner for others (if relevant to the role). - Efficiently
establishes an appropriate course of action for self and/or others to
accomplish a goal. Actions lead to total task accomplishment through
concern for quality in all areas. Sees opportunities and takes the
initiative to act on them. Understands that responsible use of resources
maximizes our impact on our beneficiaries. - Open to change and
flexible in a fast paced environment. Effectively adapts own approach to
suit changing circumstances or requirements. Reflects on experiences and
modifies own behavior. Performance is consistent, even under pressure.
Always pursues continuous improvements. - Evaluates data and
courses of action to reach logical, pragmatic decisions. Takes an unbiased,
rational approach with calculated risks. Applies innovation and creativity
to problem-solving. - Expresses ideas or
facts in a clear, concise and open manner. Communication indicates a
consideration for the feelings and needs of others. Actively listens and
proactively shares knowledge. Handles conflict effectively, by overcoming
differences of opinion and finding common ground.
How to Apply:
If interested in joining the United Nations Office for Project Services
(UNOPS) in the aforementioned capacity, please click on link below to visit
website and create profile or express interest if you already have a profile on
the UN system.
(UNOPS) in the aforementioned capacity, please click on link below to visit
website and create profile or express interest if you already have a profile on
the UN system.
Deadline: 30th March 2018
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