DESCRIPTION OF DUTIES

Under the direct supervision and guidance of the Administrative Officer, the incumbent performs the following duties:

• Responsible for the preparation of correspondence and documentation to government agencies, embassies and other UN agencies on matters pertaining to renewal of passports/UNLPs and working permits, applications for visas, registration of official and personally-owned motor vehicles by international staff, renewal of driver’s licenses and road tax and customs clearance for incoming shipment. When required, completes formalities in respect of /for applications for visa, Ministry of Foreign Affairs Identity Card (MFA-ID), insurance claims, customs clearances, etc.

• Controls receipt, storage and issuance of consumable supplies, ensures that the storage is kept and maintained in order (cleans and secured) with special emphasis on safety from bad elements, wear and tear; etc.
• Initiates correspondence and enquiries pertaining to office supplies and equipment kept in the office storerooms.
• Conducts regular physical inventories of all office supplies, stationeries and hospitality stocks kept on the premises, including non-expendable supplies.
• As a back-up, monitors the work of outsourced service (housekeeping, maintenance) contractors including work schedules and accomplishments to ensure completion of assignments and full complement at all times.

• Provides support in the routine aspects of logistics support to conferences, meetings, seminars, workshops held in GSC.
• Performs typing and filing functions in support of functional areas of assignment.
• As a back-up, manages the daily agenda for the office driver.
• Designs/oversees routine data collection for issues pertaining to staff-related surveys within the GSC and its staff.
• Replaces other colleagues within the unit i.e. Receptionist when required.
• Back-up for Security and Facilities Assistant during his/her absence in taking photos of new staff and issuing access badges to new staff members, visitors and consultants.
• Performs other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.

Experience

Essential:

• At least 5 years of relevant work experience in the area of general office/ administrative work or,
• 4 years with first level university degree or,

• 3 years with an advanced university degree.

Skills

Essential:

• Good knowledge of word processing, spread sheets and databases.
• Strong organizational skills, flexibility and capability of working under pressure.
• Detailed-oriented and accurate.

Desirable:

• Experience in integrated management systems.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication

Use of Language Skills

Essential:

• Expert knowledge of English.