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)
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.
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.
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
  • 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.
Deadline: 30th March 2018
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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