Position Purpose 

Under the guidance and supervision of the Administrative Associate, the Administrative Clerk provides support to administrative services, ensuring high quality of work and ensuring accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach

Duties and Responsibilities

The Administrative Clerk position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Nairobi, Kenya. The Administrative Clerk collaborates closely with the CO and other UN agencies’ Operations, Programme and Projects staff to ensure consistent service delivery.

Summary of Key Functions:

• Implementation of operational strategies
• Provision of administrative and logistical support
• Provision of support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to preparation of administrative team results-oriented workplan

Provides administrative and logistical support, focusing on achievement of the following results

• Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
• Arrangement of travel and hotel reservations, preparation of travel authorizations;
• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
• Administrative support to organization of conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys;
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP;
• Extracting, inputting, copying and filing data from various sources;
• Maintenance of files in Administrative Unit;
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plan

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Collection of information on assets management, maintenance of records and files on assets management;
• Maintenance of files and records relevant to office maintenance;
• Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property and reporting of the same;
• Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer;
• 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.
• Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
• Participation in the training for the operations/projects staff on Administration;
• Contributions to knowledge networks and communities of practice.

Competencies

Core
Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

• LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

• LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility 

• LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination     

• LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

• LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

• LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies 

Thematic Area    Name    Definition

• Business Management     Operations Management
• Ability to effectively plan, organize and oversee the Organization’s business process in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms.
• Business Management     Customer satisfaction/ Client Management    Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions and deliver timely and quality results and or solutions  to fulfil  and understand the real customer needs.
• Business Management     Communication     Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and chose communication methods depending on the audience.
• Business Development     Knowledge Facilitation
• Ability to animate individuals and communities of contributions to participate and share, particularly externally.
• Business Management     Digital awareness and literacy     Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
• Business Management     Working with evidence and data     Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
• Business Management     Evaluation     Ability to make an independent judgement based on set criteria and benchmarks – Ability to anticipate client’s needs and concerns.

Required Skills and Experience

Education:

• Secondary education is required.
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

• A minimum of Four (4) years of relevant work experience in office support functions with the UN or other international organizations will be an added advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling web-based management systems, preferably UMOJA
• Fluency in written and spoken English and local language is required.
• Knowledge of another UN official language is highly desirable