Job Opportunity at UNHCR
Job Title: Clerk
Job Opening ID: 39380
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.
Operational Context
The incumbent will be taking care of the reception area by organizing and ensuring a clutter-free and immaculately presented area. Also, he/she has to manage calls and direct them to the right person in a professional way. The incumbent should accompany and ensure that all visitors are directed/escorted to the appropriate area, in line with our security protocol. The incumbent should also be responsible to receive/updating and coordinate all UNHCR mails/pouches as well as managing the couriers for all incoming/outgoing parcels/envelops. The incumbent will support the logistics/driver with an updated calendar of schedule/activities and will also support the unit with GFM entries (fleetwave). The incumbent will also be responsible to keep a log of office maintenance, and requirements and ensuring the smooth running of the floors/units.
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.
– Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G3 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
Field(s) of Education
Not applicable.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
Not specified.
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Not specified.
Desirable
Not specified.
Functional Skills
IT-Computer Literacy;
AD-Administration;
AD-UNHCR Administrative/Secretarial procedures;
(Functional Skills marked with an asterisk* are essential)
Language Requirements
Fluent in English and Thai
Competency Requirements
All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.
Core Competencies:
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies:
Not applicable.
Cross-Functional Competencies:
Planning and Organizing