UN Office Clerk

Office Clerk – UNOCHA
Location : Nairobi, KENYA
Application Deadline :    07-Jul-13
Type of Contract : TA Local
Post Level : GS-2
Languages Required : English
Duration of Initial Contract : Three Months
Expected Duration of Assignment : Three Months

Background
Under the guidance and supervision of the Administrative/Finance Officer, the Office clerk provides reliable and flexible services to visitors to the UN OCHA Somalia offices; an efficient, accurate and timely telephone response and an appropriate reception image and efficiency is expected. The office clerk, also, demonstrates a client-oriented approach, tact and ability to work with people of different nationalities and cultural backgrounds.

Duties and Responsibilities
Summary of Key Functions:
Provision of front-desk service and telephone communication services;
Registering and Logging of invoices, incoming and outgoing mail;
Updating and sharing of contact lists;
Assist the HR assistant in filing of HR documents.
Ensure the provision of front-desk service and telephone communication services focusing on achievement of the following results:
Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UNOCHA;
Operation and management of the telephone switchboard in accordance with appropriate protocol;
Weekly check and test of all lines;
Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair;
Management and planning of the front desk coverage.
Registering and Logging of invoices, incoming and outgoing mail.
Ensure the most updated contact information has been done.
Assist the Human Resources office in filing of HR documents appropriately.

Functions / Key Results Expected
The key results have an impact on the accurate and timely execution of services and success in implementation of administrative strategies;
Tact, accuracy and timeliness in fulfilling duties ensure satisfaction of staff and visitors.

Competencies
Corporate Competencies:
Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of OCHA;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favouritism.

Functional Competencies:
Knowledge Management and Learning
Shares knowledge and experience;
Provides helpful feedback and advice to others in the office.

Development and Operational Effectiveness
Demonstrates excellent knowledge and skills of receptionist duties;
Accuracy and timeliness of duties, fulfilled by receptionist;
Response time to enquire services;
Telephone response efficiency;
Reception image and efficiency;
Demonstrates flexibility in providing services.

Leadership and Self-Management
Focuses on result of the client;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change;
Responds positively to feedback and different points of view.

Required Skills and Experience
Education:
Secondary Education.  Certification in secretarial, administration, communication or other related fields.
Experience:
2 years of relevant experience.

Language requirements:
Fluency in spoken and written English.
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.