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Thursday, March 11, 2010

Administrative Clerk (MOVCON)

UNOPS helps its partners in the United Nations system meet the world’s needs for building peace, recovering from disaster, and creating sustainable development.  UNOPS is known for its ability to implement complex projects in all types of environments around the globe.  In an effort to promote organizational excellence, UNOPS seeks highly qualified individuals for the following position: 
Vacancy Details

Vacancy Code
UNOPS/2010/SDOC/CSS/VA020
Post Title
Administrative Clerk (MOVCON)

Post Level		Local – Support ICA, Level SC3 (ICS4), Minimum
Org UnitAFO – SDOC

Duty Station		Juba, SUDAN

Duration
9 months (with possibility of extension)

Opening
March 10th, 2010
Closing DateMarch 23rd, 2010


Background

The United Nations Office for Project Services (UNOPS) has a well-established Sudan Operations Center (SDOC). Current SDOC operations are largely focused on assisting partners with the implementation of physical infrastructure projects including designing, constructing and rehabilitating roads and bridges, schools, clinics and Government and Ministry offices. SDOC also procures goods and services for a number of partners and provides logistics and operational support to institutions in Sudan with the overall objective to build peace and to promote the implementation of the CPA. 
UNOPS – SDOC works with various United Nations partners including the Food and Agriculture Organization (FAO), the Multi-Donor Trust Fund (MDTF), the United Nations Development Programme (UNDP), the United Nations Children’s Fund (UNICEF), The United States Agency for International Development (USAID) and the World Bank.

UNOPS – SDOC is in the process of negotiating with donors on a number of new projects both in the North (including Darfur) and South Sudan.
Duties and Responsibilities

The Administrative Clerk will work under the direct supervision of the Administrative Officer. The incumbent will be responsible for performing the following duties and responsibilities:
  • Arrangements of all types of official travel and hotel reservations, processing requests for visas, preparation of travel authorization and travel bookings, identity cards and other documents.
  • Meets official personnel and visitors at the airport and assists with visa and customs formalities
  • Collection of information from travel agencies, airline offices and conduct other administrative surveys to support the organization of support services.
  • Arrangements with UN departments for all issues related to official documentation to be provided to/from personnel, such as visa requirements, work permit, security requirements, road mission clearances, medical needs etc.
  • Individual monitoring sheet to track the status of submitted documentation and requests received for each personnel, ensuring that all related documentation are processed timely and accurately.
  • Assist in payment and reconciliation of WFP-UNHAS and other airline accounts. 
  • Inform upon request any individual/unit on administrative steps required and the status of his/her travel arrangement and commit himself/herself to meet the indicated schedule. In cases of foreseen delay or unexpected events which might occur some delays, immediately report to the concerned individual/unit, provide an updated schedule and make sure the new schedule is followed.
  • Provide accurate and timely information on processes and pending issues to the concerned individuals/unit
  • Respond in a very short timeframe to any urgent request from UNOPS personnel/unit or management.
  • Establishment and maintenance of efficient working relationship with government offices where applicable.
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by personnel and keeping a log of distribution. 
  • Participation in the trainings for the programme, operations and projects personnel on administration
  • Perform any other task as requested by the supervisor and management.

Required Selection Criteria

Competencies 
  • Excellent interpersonal and organizational skills; ability to work under time/work pressure, independently and in a team environment; displays initiative, tact and confidentiality.

Education/Experience/Language

  • Secondary education is a must.
  • Minimum 3 years of relevant experience in travel arrangement, administration or other relevant clerical posts preferably with UN/ UNOPS or other international organization
  • Familiarity with the UN/UNDP/UNOPS administrative and financial rules & regulations is an added advantage.
  • Knowledge of UN rules and regulations will be considered an asset.
  • Computer literate, thorough knowledge of MS Office and other computer software applications in use.
  • Fluency in oral/written English.
Submission of Applications

Qualified candidates may submit their application, including a letter of interest, complete Curriculum Vitae and an updated United Nations Personal History Form (P.11) (available on our website), to Mr. Sam Sosten BATHUEL, HR Assistant, behind ministry of physical infrastructure, Juba, Southern Sudan via e-mail to vacanciesSDOCNat@unops.org. Kindly indicate the vacancy number and the post title in the subject line when applying by email.

* Please note that this is a local post and is open to all nationals of the country of the duty station and to individuals who have a valid work permit.

Additional Considerations
  • 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 reserves the right to appoint a candidate at a level below the advertised level of the post.

For more information on UNOPS, please visit the UNOPS website at www.unops.org.

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