Administrative Clerk UN Job Opportunities – United Nations Office for Project Services (UNOPS)

Job Title:      Administrative Clerk
Organisation: United Nations
Office for Project Services (UNOPS)
Duty Station: Entebbe,
Uganda
Reports to: Project Manager and
the Project Support Associate
Vacancy Code: VA/2017/B5323/14490
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.
About Project:
The ‘Sawlog Production Grant Scheme’ (SPGS) is a Ugandan government
project supporting establishment of the commercial forestry industry in Uganda
through provision of retrospective subsidized grants to private sector
farmers.  This initiative is as an
incentive for long term investment in commercial forestry for rural incomes and
mitigating climate change. The SPGS aims at increasing the incomes of the rural
population through commercial tree planting by medium and large-scale private
sector actors and the local communities themselves, while at the same time
helping to mitigate climate change effects through intensive afforestation. The
Food and Agriculture Organization of the United Nations (FAO) has obtained
funding from the European Commission (EC) to support the implementation of this
programme.
Job Summary: The Administrative
Clerk 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 her/his work, the
Administrative Assistant promotes a client, quality and results-oriented
approach.
Key Duties and Responsibilities:
Office Support/ Reception 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
·        
In charge of the 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 preferably have
completed specialized secretarial training or office management certification. Database management is an asset.
·        
A minimum of three years of relevant working
experience in programme OR administrative support is required.
·        
Languages: Full working knowledge of
English is essential. Fluency in one or more additional official UNOPS
languages is an advantage. Full working knowledge of Luganda is required.
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.
Functional Competencies:
·        
Lives and breathes the UNOPS values;
·        
Demonstrated drive for continuous improvement
and incorporation of lessons learned and best practices into business process
routines;
·        
Demonstration of professional behaviour and
personal ethics, transparency and openness to encourage respect and similar
behaviour from colleagues in the workplace.
·        
Knowledge of Microsoft Package is required
(excel, word, outlook, power point, etc)
·        
Knowledge of Data Management – Databases is an
asset
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.
Deadline: 3rd December
2017
For more of the latest jobs, please visit http://www.theugandanjobline.com or
find us on our Facebook page https://www.facebook.com/UgandanJobline




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