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.

• 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.
• Support driver management, including preparation and monitoring of duty rosters.
• Ensure compliance and accountability of drivers while on duty.
• Coordinate vehicle booking and transport facilitation through appropriate systems.
• Prepare monthly operational reports including fuel consumption, road toll usage, and vehicle maintenance summaries.
• Monitor and process billing for private use of UNHCR vehicles.
• Conduct regular diagnostic checks on all vehicles and provide recommendations to ensure timely and quality maintenance and repair.
• Monitor physical security of all vehicles and support implementation and documentation of incident reporting procedures.
• Provide courteous and efficient responses to customer inquiries and general administrative requests.
• Ensure proper storage, organization, and accessibility of administrative records, including vehicle, protocol, travel, and general administrative documents.
• Manage the Administration Unit’s stores and stationery supplies to ensure proper inventory control and timely replenishment.
• Serve as the backup Protocol Focal Point, supporting processing of visas, work permits, and other protocol-related documentation.
• Provide backup support for travel management, including processing travel requests for staff.
• Manage incoming and outgoing pouches to designated internal and external recipients.
• Oversee generator operations, ensuring adequate fuel levels and scheduling regular servicing and maintenance.

• IT-Computer Literacy*

• High School Diploma with 1 year of relevant experience, or Bachelor's degree or equivalent or higher.