Administration Clerk
United Nations Office for Project Services (UNOPS)
Closed on 10 Aug 2020
Location: East Jerusalem (Palestinian Territory)
Grade: LICA-3, General Support
Occupations: General Support
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Added 1 month ago
Job Description

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Jerusalem Office – UNOPS Project Management and Infrastructure Centre of Excellence

Since the opening of the Jerusalem Office in 2006, UNOPS has significantly strengthened its operations in

Palestine. Our expert knowledge, skills and management systems contribute to the sustainable

development of public infrastructure in Gaza and the West Bank, including Area C and East Jerusalem.

In recognition of its ability to affect and lead positive change, the Jerusalem Office has been named the

UNOPS Project Management and Infrastructure Centre of Excellence.

The Jerusalem Office is the first UN office to receive the Level 4 P3M3 Maturity Model certification in

project management by APMG. This certification demonstrates the well-structured, standardized and

defined project management processes and methodologies applied to projects, generating the best results

desired by our partners.

Under the direct supervision of the HR Officer and under the overall guidance from the Head of Support Services, the Administration clerk manages and ensures the provision of efficient HR and Admin support services to a relevant operational unit. In the discharge of her/his duties, the Administrative Clerk liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Clerk promotes a client, quality and results-oriented approach.

Summary of Key Functions

  1. Implementation of HR Services

  2. Implementation of Administration Services

  3. Support to knowledge building and knowledge sharing
    1. Ensures provision of reliable HR Services, namely:

    • Assist with the implementation and roll out of HR & Administration policies, procedures and UNOPS standards at office level, support fields on relevant issues

    • Support in Recruitment: Interview scheduling, Reference checks, written tests scheduling and follow up

    • Support in the preparation & implementation of Personnel onboarding programs for newcomers.

    • Fulfill any other related tasks that may be assigned by the Supervisor.

    2. Administers Administration services, focusing on achievement of the following results:
    • Provide close follow-up to visa and permit applications & update the Permits Tracking sheet.

    • Maintenance of personnel files for all personnel at location, ensuring all documentation is complete; maintenance and update of confidential personnel information and documents, ensuring relevant documents are kept in their respective files;

    • Search, retrieval, compilation, and archival of a variety of HR statistical data from computer files, records, reports or from other sources for external use;

    • Collection and maintenance of information on commercial, private and inter agency training schedules and institutions (course schedules, curricula, and cost);

    • Assistance in arrangement for briefings and debriefings

    • UNOPS, UNDP and UN-issued Human Resource and Personnel policy manuals, rules, regulations, guidelines, and circulars, updated and filed regularly;

    • Ensure that all purchase orders of the HR department are issued and followed up.

    • Follow up & track all cleaning material in the warehouse & update accordingly.

  4. 3. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Participation in trainings for the operations/ projects staff on HR.

  • Contribute to knowledge networks and communities of practice

The key results have an impact on the overall execution of the UNOPS HR services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNOPS capability in the HR management.

This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.


Education:

  • Completion of secondary school is required.

  • First University Degree in Business Administration, Public Administration, Human resources or equivalent disciplines is desirable but not required & may substitute some of the required years of experience. .
Experience:

  • A minimum of 1.5-3 years of administrative or operational experience in Human resource and/or administration.

  • Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages

  • Experience in handling web-based management systems is an advantage.

  • Some experience in UN system organizations is desirable.

Language Requirement:
  • Full working knowledge of English,& Arabic is required.



Education:

  • Completion of secondary school is required.

  • First University Degree in Business Administration, Public Administration, Human resources or equivalent disciplines is desirable but not required & may substitute some of the required years of experience. .
Experience:

  • A minimum of 1.5-3 years of administrative or operational experience in Human resource and/or administration.

  • Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages

  • Experience in handling web-based management systems is an advantage.

  • Some experience in UN system organizations is desirable.

Language Requirement:
  • Full working knowledge of English,& Arabic is required.



Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type: Individual Contract agreement ICA

Contract level: Local ICA 3
Contract duration:Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx


  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

About UNOPS

UNOPS helps the UN and its partners provide peace and security, humanitarian and development solutions. 

Our mission is to help people build better lives and countries achieve peace and sustainable development. We are focused on implementation, with a commitment to UN values and private sector efficiency.

UNOPS is a service provider, a technical advisor and an implementer of projects. We help the UN and other partners provide peace and security, humanitarian and development solutions.

Our mission

Our mission is to help people build better lives and countries achieve peace and sustainable development. 

Our vision 

Our vision is a world where people can live full lives supported by appropriate, sustainable and resilient infrastructure and by the efficient, transparent use of public resources in procurement and project management.

Our purpose

We help people build better lives and countries achieve peace and sustainable development.

We bring to this task the values and principles of the United Nations and the innovation, boldness, speed and efficiency of a self-financed institution. 

We bring the highest international standards to what we do, while respecting local contexts. We do this as our contribution to tackling the huge challenges of the 21st century.

We provide practical solutions to assist our partners to save lives, protect people and their rights, and to build a better world. 

We aspire to be a leader in the efforts to channel private sector investments for social and environmental impact while addressing the immense needs for sustainable development. 

What drives us is a passion to fight inequalities and to provide opportunities to those most vulnerable. This means we often work in the most challenging environments, building foundations for communities to function and people to live with dignity and respect. 

We are passionate about quality: In our people and in what we do. 

We earn the trust of those we work with by caring about what they value, and by delivering on our promise to always act in the service of people in need.