Location : Phnom Penh, CAMBODIA
Application Deadline : 01-Jul-11
Additional Category Crisis Prevention and Recovery
Type of Contract : TA Local
Post Level : GS-4
Languages Required :English
Duration of Initial Contract : 4 months
Under the guidance and supervision of the Security Advisor/Deputy Security Advisor, the Administrative Clerk provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Clerk promotes a client, quality and results-oriented approach.
The Administrative Clerk works in close collaboration with the UNDSS Team, UN Security Focal person and UN agencies staff to exchange information and ensure consistent service delivery. |
Duties and Responsibilities |
- Initiate correspondence to inform agencies for the security clearance of their staff and of the local security situation in areas of potential mission.
- Update the UN Personnel DATA BASE SYSTEM and distribute on a monthly or as required basis.
- Maintain and update Maps in the Data Base as required for Zones in Phnom Penh, and areas in Cambodia.
- Maintain and update Staff Lists at a minimum, weekly.
- Liaise with all UN Agencies in Cambodia.
- Provide General Administrative assistance to the SA and maintain routine and confidential correspondence, files and documents and ensure that they are cross referenced as appropriate.
- Prepare slides, update staff lists, coordinate with all UN agencies for security briefings, arrange Zone Warden meetings, Agency Security Focal Point meetings and SMT meetings.
- Provide security clearances. Liaise with local authorities as required to coordinate and arrange for high level visits.
- Arrange and coordinate field visits to different regions in the area, and prepare internal travel authorization and processing travel claims.
- Prepare procurement plan, maintain SA budget cash replenishment of petty cash, and keep record of fuel and vehicle maintenance.
- Update and maintain the UN ID Card system.
- Maintain the Security Unit filing system.
- Prepare quarterly cost sharing report.
- Procure stationery and office supplies.
- Respond to telephone calls and take necessary notes.
- Maintain and update the weekly head count and maintain liaison with Agency Security Focal Points.
- Assist the SA and perform other duties as assigned by the SA.
The key results have an impact on the efficiency of the UN Department of Safety and Security. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDSS as an effective contributor to the security and safety of UN staff in the country. |
Competencies |
Corporate Competencies:
- Demonstrating / Safeguarding Ethics and Integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others
- Informed and transparent decision making
Functional Competencies
Building Strategic Partnerships: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
- Maintains databases of donor information
- Tracks and reports on mobilized resources
Operational Effectiveness
- Ability to perform a variety of repetitive and routine tasks and duties related to: human resources, finance, general administration support, procurement, logistics, programme support, registry, ICT, etc., screening, collecting and preparation of documentation, data input, filing provision of information
- Ability to review data, identify and adjust discrepancies
- Ability to handle a large volume of work possibly under time constraints
- Good knowledge of administrative rules and regulations
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
- Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
- Ability to organize and complete multiple tasks by establishing priorities
Managing data
- Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
- Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
- Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
- Interprets data, draws conclusions and/or identifies patterns which support the work of others
Managing documents, correspondence and reports
- Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
- Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
- Shows sound grasp of grammar, spelling and structure in the required language
- Ensures correspondence, reports and documents comply with established UN standards
- Ability to produce accurate and well documented records conforming to the required standard
Planning, organizing and multi-tasking
- Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs
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Required Skills and Experience |
- Education: Secondary education. Certification or training related to administration is desirable.
- Experience:4 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
- Language Requirements:Fluency in the English and Khme
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