Administrative Clerk

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the supervision of the Operations Manager, the Administrative Clerk- Protocol supports the Office Operations by performing a variety of standard administrative and protocol services, including safe driving services to high- ranking officials and other processes ensuring high quality and accuracy of work. He/She facilitates and advises on protocol matters including accreditation, visa matters, shipping and customs clearance, motor vehicle registration and tax exemptions for UN Women Ethiopia in ensuring high quality and accuracy of work to obtain optimum services.

The Administrative Clerk- Protocol works in close collaboration with Operations, Programme and project teams in the Country Office (CO), government counterparts, diplomatic missions and other resident and non-resident agencies ensuring the highest standards of discretion and integrity, demonstrates a client-oriented approach, courtesy, confidentiality, tact and ability to work with people of different national and cultural backgrounds.

Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies

·Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;

·Provide administrative support to conferences, workshops, retreats;

·Provide administrative support to property management;

·Assist office staff in filing, photocopying and maintaining required records;

·Assist in the mailing and distribution of publications and payments of bills, as required;

·Maintain filing system ensuring safekeeping of confidential materials.

Provide general Protocol Services to the Office in accordance with UN Women rules, regulations, policies, and strategies 

·Support to protocol services including registration of staff, coordination with local authority, especially on visas, travel permits, vehicle registrations, Resident Permits and Diplomatic Identification Card for international staff and VIP access and accreditation;

·Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);

·Ensures effective and efficient custom clearance, shipment and delivery of goods to beneficiaries;

·Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary;

·Timely preparation of all the necessary documentation, implementation of follow-up actions, drafting correspondence related to protocol/customs/clearance;

·Regular follow-up with national authorities to ensure that shipments are quickly released;

·Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic identification Card for international staff;

·Forge and maintain fluent working relations with relevant government departments at operational level to enable accurate understanding of requirements and smooth processing of protocol services

Provide administrative support to office and assets management

·Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;

·Maintain and ensure availability of all required documents/supplies;

·Maintain records on assets management and prepare required reports;

·Maintain files and records relevant to office premises and related maintenance;

Day to day maintenance of the assigned vehicle

·Ensure that official vehicles are kept clean and is always in good working condition;

·Make minor repairs and decide for major repairs;

·Change oil, check tires, lights horn, clutch and brakes and wash car regularly;

·Ensure that vehicles comply with Minimum Operating Security Standards (MOSS).

·Maintain daily vehicle logs, daily mileage, gas consumption, oil change, servicing, greasing, repairs and oversee that other drives do the same;

·Prepare and maintain data of the vehicle maintenance plans and reports.

Provide administrative support to knowledge building and knowledge sharing

·Facilitate trainings for the operations/program staff on administration and protocol issues;

·Information on the national rules regarding protocol, customs and clearance are always updated;

·Sharing with management and the international staff of the information regarding protocol, customs and import/export rules;

Key Performance Indicators

·Adherence to UN Women rules and regulations;

·Quality protocol services to UN Women;

·Quality support to conferences and events;

·Quality organization of files and reports;

·Timely support to team.

Core Values:

• Respect for Diversity 
• Integrity 
• Professionalism 

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues 
• Accountability 
• Creative Problem Solving 
• Effective Communication 
• Inclusive Collaboration 
• Stakeholder Engagement 
• Leading by Example 

Functional Competencies

• Ability to administer administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Good IT and web-based management skills.

Education & Certification

• Completion of secondary education is required.
• Bachelor’s degree in Business Administration or related fields is an asset.

Experience

• At least 4 years of progressively responsible experience in administration, protocol and logistic support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in the use of ATLAS is an asset.

Language Requirements

• Fluency in English is required.
• Knowledge of the other UN official working language is an asset.

UNWOMEN is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.