Office Clerk (Maternity Cover)

Job categories Administration

Vacancy code VA/2024/B5333/27421

Department/office AFR, ETMCO, Ethiopia MCO

Duty station Addis Ababa, Ethiopia

Contract type Local ICA Support

Contract level LICA-3

Duration Six months

Application period 30-Jan-2024 to 05-Feb-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. Since 2014, the UNOPS Ethiopia Multi-Country Office manages and coordinates the UNOPS activities in Ethiopia, as well as Sudan, South Sudan and Djibouti. The UNOPS Ethiopia Multi-Country Office team is composed of approximately 100 national and international women and men, and offers a broad range of services such as infrastructure, procurement, project management, financial and human resources management.

Position Background

UNOPS strategy for the Ethiopia Multi-Country Office is aimed at providing support to the Government and people of Ethiopia, Sudan, South Sudan and Djibouti through the delivery of projects and services in line with the Governments’ own priorities and also under the UN Delivery as One initiative. The UNOPS Ethiopia Multi-Country Office (ETMCO) has been established as an organizational mechanism to deliver a range of projects for which UNOPS has been appointed as the implementation agency. At present, UNOPS ETMCO is implementing and negotiating a number of projects in a range of sectors including infrastructure development, Procurement Support to Government Ministries and other UN agencies and HR support to UN agencies. The functional objective of UNOPS ETMCO is to deliver projects in an efficient and effective manner, to achieve the development outcomes sought by the Governments and the donors’ community, where capacity building is always considered and encouraged.

Functional Responsibilities

Under the guidance and supervision of the Administration Officer, the Offic...

Under the guidance and supervision of the Administration Officer, the Office Clerk provides reliable services. The incumbent demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds and will be responsible for the below listed resposniblities.

Summary of key functions:

Maintenance of the registry system
Effective mail management
Office services
Receptionist functions

1. Ensures maintenance of registry/filing system focusing on achievement of the following results:

Maintenance of the office filing system.
Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents.
Photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files.
Maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
Preparation of correspondence and reports related to registry activities.
Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff.

2. Ensures provision of effective mail management focusing on achievement of the following results:

Receipt, registration, coding and forwarding of incoming letters and other correspondence to proper department/unit/officer and distribution of all necessary copies within the office.
Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.

3. Provides routine office services, focusing on achievement of the following results:

Maintenance of a stock control and supply system for all office consumable items.
Make sure stationary supplies are registered and their use monitored quarterly for effective control of their deployment.
Help actively in relocation and reorganization of office spaces for new staff and visitors as requested.
Handle the reservation of the Meeting Room for Conference and workshop and check the meeting room is ready, coordinate refreshment/water as requested.
Assist the Admin Associate to ensure that relevant expenses are covered by petty cash, as per UNOPS policies.
Assist the Admin Associate with assets & custodians registration and quarterly physical inventory.
Ensuring the proper functioning of office utilities, e.g. water supply, electricity, etc.)
Ensuring that all cleaning and maintenance requirements of the office are satisfied; supervision of cleaning team.
Clerical assistance and support in compilation of reports and finance documentation.

4. Provides tactful, efficient receptionist functions, focusing on achievement of the following results:

Receipt of all visitors and incoming phone calls and directing them relevant unit/ individuals.
Respond to all queries (by phone or in person) respond with discretion.

Impacts of results

The key results have an impact on the accurate, safe and timely execution of the UNOPS services.

Education/Experience/Language requirements

Education: Completion of Secondary School ...

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

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.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: LICA...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applic...

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

This vacancy is closed.

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APPLICATION TIPS

How to send a good application:

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.