Administrative Clerk at UNOPS, Nairobi, Kenya

Deadline: 19 May 2019

The United Nations Office for Project Services (UNOPS) is currently seeking applications from the eligible applicants for the post of Administrative Clerk in Nairobi, Kenya.

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The Administrative Clerk is responsible for providing administrative and office support functions, ensuring high quality of work, accurate, timely and properly recorded and documented service delivery, including effective and efficient functioning of the administration unit, full confidentiality in all aspects of the assignment, and maintenance of protocol procedures.

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure, and procurement in a sustainable and efficient manner.

Key Jobs Responsibilities

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The Administrative Clerk will perform the following functions:

  • Office Support/ Reception Functions:
    • 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 meeting rooms and video conferencing facilities for meetings.
    • Collection, distribution and dispatch of daily incoming and outgoing normal / courier mail and documents.
  • Support to the Director Functions:
    • Assist with the management of the Director’s missions and representation schedule, as well as related travel arrangements.
    • Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues;
    • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Director.
    • Provision of all other related administrative, logistical, protocol and secretary services for the Directorate.
  • Administrative Functions:
    • Support the organization of special corporate events, luncheons, receptions for high-level invitees from missions, governments, UN agencies, governmental/non-governmental organizations and other partners
    • Support to organization of internal meetings, conferences, workshops, retreats; preparation of agenda and logistics arrangements, including circulation of the documentation to be reviewed, minutes and follow ups.
    • Support to the management team (administrative, logistical and secretarial services).
    • Support UNOPS support personnel and PDO personnel in terms of travel and claims.
    • In close collaboration with the procurement /support services team, implementation of follow-up actions, drafting correspondence related to shipments and office supplies.

Eligibility Criteria

Applicants must have-

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  • Secondary education is required.
  • Specialized secretarial training or office management certification is an asset
  • At least 3 years of relevant working experience in programme, administrative support required.
  • Experience in working with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages will be added advantage.
  • Experience in UN system organizations is desirable.
  • Fluency in written and oral English required.
  • Knowledge of second UN working language is desirable.
  • Nationality of Kenya.

How to Apply

Applicants must submit their applications through online process.

For more information, please visit at UNOPS.

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