Clerk
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Job Description
Hardship Level
Family Type
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
Reason
Regular > Regular AssignmentTarget Start Date
Deadline for Applications
Standard Job Description
Clerk
Organizational Setting and Work Relationships
The Clerk provides clerical and administrative assistance to the immediate supervisor and/or the Office as a whole. The incumbent is normally supervised by an Officer or Associate. S/he receives regular guidance and instructions from the supervisor on procedural aspects of the work. As per specific instructions the incumbent may require liaising with other internal or external entities to ensure effective delivery of services and achievement of objectives.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities in line with the regulatory framework of UNHCR which includes the UN Charter UN Staff Regulations and Rules UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition staff members are required to discharge their responsibilities in a manner consistent with the core functional cross-functional and managerial competencies and UNHCRs core values of professionalism integrity and respect for diversity.
Duties
- Provide general clerical support to the work unit and if required visiting staff members.
- Maintain the records in the work unit create files for correspondence reports including confidential files.
- Manage conference room booking and ensure that the facilities are well arranged and prepared with adequate supply to cover number of intended guests.
- Maintain a proper record and inventory of stationary items in the work unit and ensure a well-stocked office.
- Sort and prioritize incoming correspondence reports etc. and direct to other responsible staff members where necessary.
- Arrange and forward records for archiving and maintain records of files sent for archiving.
- Maintain calendar of appointments and schedules of meetings and travel for the supervisor perform such clerical tasks as the completion of travel authorization requests stationery request forms etc.
- May be required to prepare drivers work schedule and maintain shift system.
- May be required to organize and maintain mail delivery (Pouch) and tracking system between offices.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
G3- 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
Field(s) of Education
Not applicable
Certificates and/or Licenses
Not specified
Relevant Job Experience
Essential
Not specified
Desirable
Not specified
Functional Skills
IT-Computer Literacy
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively contribute towards a working environment where each person feels safe and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse harassment including sexual harassment sexism gender inequality discrimination and abuse of power.
As individuals and as managers all must be proactive in preventing and responding to inappropriate conduct support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening shortlisting and selection of candidates.
Desired Candidate Profile
MCO Belgium ensures the strategic liaison with EU institutions and the oversight of five countries: Belgium Luxembourg Ireland the Netherlands and Portugal.
The Clerk reports to the Associate Admin Officer who heads the Admin unit that provides administration finance procurement supply IT and human resources support to the field presences under the purview of MCO Belgium and the EU Affairs teams.
Aside from the Clerk the Admin unit is comprised of a Snr HR Associate a Snr IT Associate and a Snr Finance Assistant.
Desired Candidate Profile:
The ideal candidate shall be service-oriented with a good ability for multitasking and working within deadlines and at times with pressure.
He/she will have excellent interpersonal and communication skills.
Under the supervision of the Associate Admin Officer the Clerk will contribute to the smooth functioning of the operational activities related to administration IT and the management of the office premises in Brussels. His/her duties will include:
-Managing the front desk of the Brussels premises (greet visitors persons we serve and suppliers answer calls) ;
-Receiving and dispatching documents drafting routine correspondence maintaining files and records (digital and physical) ;
-Managing the general mailbox of the Brussels office and ensuring the timely distribution of emails regular post and parcels to staff ;
-Managing conference room booking and provide IT/logistical support to meetings as required ;
-Creating receipts in CERP to confirm the reception of goods and services ;
-Acting as a facility focal point for the Brussels office ;
-Maintaining records of stationary items and consumables ensuring the office is well stocked ;
-Acting as a focal point for the Unifier platform and the Greening The Blue initiative ;
-Providing support for procurement activities whenever required ;
-Ensuring safe and secure environment in compliance with MOSS guidelines and in consultation with UNDSS in Brussels including in relation to first safety and wardens system ;
-Liaising with the Belgian Protocol service for Special ID cards ;
-Assisting in the logistics of events (IT coffee breaks room set up) in Brussels office ;
-Assisting in maintaining updated SOPs and duty station information ;
-Any other tasks in support of the admin unit.
Required languages (expected Overall ability is at least B2 level):
Desired languages
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
Skills
IT-Computer LiteracyEducation
Certifications
Work Experience
Competencies
Accountability Client & results orientation Commitment to continuous learning Communication Organizational awareness Planning & organizing Teamwork & collaborationUNHCR Salary Calculator
Employment Type
Full-Time
