B

Family

Family

GS3

General Service

Reason

Regular > Regular Assignment

No

2025-04-01

November 28, 2024

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 UNHCR¿s 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.

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

Kenya remains the fifth largest host country in Africa and thirteenth biggest asylum country in the world. At the end of September 2024, the total number of refugees and asylum seekers in Kenya stood at over 804,594. UNHCR Kenya Operation maintains three main offices as follows: Branch Office in Nairobi, Two sub-offices in Kakuma and Dadaab. A Joint Refugee Service Centre has also been established, operated jointly with the Department of Refugee Services, to provide all protection services to affected populations in Nairobi.

In line with the GCR and the MYMP strategy, the operation will continue to focus on further expanding the protection of refugees and promoting solutions as well as to continue working on the activities/targets as reflected in the 2023-2026 Multi Year Strategy implemented partly by partners and through direct implementation and in close coordination with other stakeholders.

The Clerk will be a part of the Nairobi-based Administration team, reporting to the Senior Administrative Associate under the overall supervision of the Senior Admin/Finance Officer. The Clerk’s functions include:

– Receipt of invoices from various suppliers, log in and submit to respective units for settlement;

– Processing of new vendors input, raise requisitions and process payments in Cloud ERP.

– Maybe required to process Tracking matrix for Admin payments and supplies for effective monitoring.

– Receive and packs material, equipment some of bulky and sensitive in nature for dispatch, affixes labels, preparation of flight manifest and delivery to airport for onward shipment to Field Offices.

– Maybe required to ensure maintenance of cleanliness and orderliness in the office, by coordinating the service providers accordingly.

– Maybe required to admin support internal / external meetings and accommodation bookings.

Living and Working Conditions:

Additional Qualifications

Skills

IT-Computer Literacy

Certifications

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn’t require a functional clearance

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements