Job title: Administrative Assistant/Clerk, Individual Consultancy
Level: (local consultancy)
Location: Humanitarian Response Division, Geneva
Full/Part time: Full-Time
Duration: 11 months
The Position:
The Administrative Clerk post is in the Operations Team of the Administration and
Management Support Unit, of the Humanitarian Response Division (HRD), based in Geneva.
Administrative Clerk provides operational support, more precisely administrative, financial,
travel and logistical support to the Humanitarian Response Division team.
You will report to either the Operations Specialist, or Administrative/Finance Associate.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every
childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan
(2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses
on three transformative results: to end preventable maternal deaths; end unmet need for
family planning; and end gender-based violence and harmful practices. These results
capture our strategic commitments on accelerating progress towards realizing the ICPD and
SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member
States, organizations and individuals to “build forward better”, while addressing the
negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and
reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff,
who embody these international norms and standards, and who will defend them
courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained
results; we need staff who are transparent, exceptional in how they manage the resources
entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
You will support effective and efficient functioning of the Humanitarian Response Division
focusing on the achievement of the following results
You would be responsible for:
Travel: Assist with the processing of travel requests in compliance with UNFPA policies and
procedures. The travel services will be provided to staff members and Humanitarian
Response Division sponsored travelers.
● Maintains travel plans for the Division. Arrangement of travel and hotel reservations,
communication with travel agents regarding tickets issuance and possible changes.
● Preparation of travel authorizations and entitlements calculation.
● Support to with security clearances.
● Support to staff members in preparation of the travel claims.
● Collecting supporting documentation necessary for travel-related payments.
● Assist with maintaining an up-to-date filing system for travel documents.
Procurement: Support to the Operation Unit with procurement of goods and services.
● Basic market research.
● Preparation, collection, compiling, and submission of supporting documentation
needed within the procurement process as per UNFPA Rules and Regulations.
● Assist with maintaining an up-to-date filing system for procurement documents.
Human Resources: provides support to the Operations Unit in the implementation of
human resource policies and processes related to the Individual Consultants:
● Support of the publishing of Consultancy vacancies.
● Collect the necessary documents for drawing up the IC contracts.
● Prepares draft calculations of individual consultant fees in line with UNFPA rules and
regulations and submit it for approval by the Administrative/Finance Associate and/or
Operations Analyst.
● Collection of the documentation and upload of individual consultant data into the
Consultant Monitoring Tools (CMT).
● Follows up on the expiry of contracts and the final evaluation of performance and
initiates the contract amendments if necessary.
● Ensures a chronological classification of the individual consultants and assists with
maintaining an up-to-date filing system for IC documents.
Administration: Providing logistical, administrative and secretarial support for
arrangements of events, meetings and workshops under Humanitarian Response Division in
collaboration with Operations team. Support with other tasks such as:
● Support to staff members and their dependents by processing requests for visas,
identity cards and other documents in accordance with requirements of the United
Nations and Swiss government authorities.
● Preparation of the basic correspondence, invitation letters and similar.
● Carry out other relevant tasks according to requests from the Operations Specialist.
Qualifications and Experience:
Education:
Completed Secondary Level Education required. First level university degree in Finance,
Business, Public Administration is considered advantage.
Knowledge and Experience:
● Four years of relevant experience in administration, procurement and/or office
management.
● Previous UN experience is considered asset.
● Proficiency in current office software applications, web-based management and ERP
financial systems.
● Strong interpersonal and organizational skills.
● Good writing and communications skills.
Languages:
Fluency in written/spoken English and French is required.
Required Competencies:
Values:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA
and the UN system,
• Embracing cultural diversity,
• Embracing change
Functional Competencies:
• Logistical support;
• Managing data;
• Managing documents, correspondence
and reports;
• Managing information and workflow;
• Job knowledge/technical expertise;
• Planning, organizing and multi-tasking.
Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional
expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves
and our relationships,
• Communicating for impact
Please send your application and a short letter of motivation with "Administrative
Assistant/Clerk"; in the subject line to ho-recruitment@unfpa.org by 22 December 2022.
A proposed daily and/or monthly rate should be included in the application.
Female candidates are encouraged to apply. Late applications will not be accepted.
Only shortlisted candidates will be contacted
We are no longer accepting applications for this position.
