JOB OFFER - UNDP United Nations Development Programme , Yaoundé :
Administrative Clerk, UNOCHA Cameroon.
Yaounde, CameroonS
Job Identification ; 10153
Locations : Yaounde, Cameroon
Apply Before
05/10/2023, 04:59 AM
Job Schedule
Full time
Agency
UNOCHA
Grade
G4
Vacancy Type
Fixed Term
Practice Area
Management
Bureau
Regional Bureau for Africa
Contract Duration
1 Year with Possibility for extension
Education & Work Experience
Bachelor's Degree - 1 year(s) experience OR High School certificate- 4 year(s) experience
Other Criteria
04 années d’expérience dans la Gestion administrative, des finances ou des achats Ou un Bachelor’s, 01 année d’expérience dans le même domaine
Required Languages
Parfaite maîtrise du Français, écrit et oral
Desired Languages
Maîtrise de l’Anglais écrit et oral
Vacancy Timeline
2 Weeks
Mobility required/no mobility
no mobility required
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Job Description
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
<Job Purpose and Organizational Context>
The Office for the Coordination of Humanitarian Affairs (OCHA) is a department of the United Nations Secretariat. Its mission is to mobilize and coordinate humanitarian action in an effective, coherent and principled manner, in partnership with national and international actors, to alleviate human suffering, advocate for the rights of populations in need, and promote disaster preparedness and prevention.
The Administration is a focal point for the implementation of humanitarian response coordination activities. To meet the increased needs for procurement of goods and services, logistics support and travel and personnel management, the Administration Clerk will be part of the Administration Unit and will help support the sound administrative management of the Office to facilitate an efficient and effective humanitarian response.
Duties and Responsibilities
Under the supervision of the Head of Administration of OCHA Cameroon and the direct supervision of the National Administrative and Financial Officer, the Administration and Procurement Clerk is responsible for performing the following main tasks
1) General Administration-Contribute to the proper administrative management of the Office
- Receive and expedite mail, pouch and office property
- Preparation of petty cash payment requests
- Preparation of drafts of official correspondence of the Office
- Filing of administrative files
- Fuel management (monitoring of consumption and analysis of monthly reports)
- Follow-up of vehicle maintenance
- Preparation of the drivers' duty schedules
- Support the proper management of the office facilities
- Ensure the management of the office supplies stock, monitor its consumption and proceed to the renewal of the stock.
2) Procurement - Support the procurement of goods and services for the Office
- Assist in the preparation of the annual procurement plan and the terms of reference of the tender documents
- Receive and analyze requisitions from various OCHA DRC offices
- Obtaining quotations and preparing comparative price tables
- Preparation of shopping carts and Purchase Orders (PO) "low value aquisition" in Umoja
- Receiving and checking the conformity of goods and services in Umoja
- Prepare and submit Business Partner (BP) creation requests in Umoja
- Filing of purchase files for reference in case of audit
- Prepare draft procurement reports for the Office.
3) Travel - Provide logistical support for the organization of the Office's travel and meetings
- Collect travel documents, prepare invitation letters, mission orders and travel authorizations
- Facilitate hotel reservations and transportation
- Booking UNHAS flights
- Maintain the travel tracking table
4) Human Resources-Contribute to the proper management of OCHA Cameroon staff
- Maintain the administrative files of the personnel in a confidential manner
- Maintain the Human Resources database (multiple reference points for the management and pro-active follow-up of OCHA Cameroon staff)
- Establish attendance records for the Administration staff
- Maintain the administrative files of the personnel
- Solicit security badges and briefings for staff and visitors on mission
- Submit weekly updated staff list for radio control by UNDSS
- Support the contract management of national staff
- Perform any other tasks required by the organization within the limits of his/her skills and abilities, as requested by the supervisor.
Competencies
1-Expected Demonstration of Competencies
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
2-Cross-Functional & Technical competencies (insert up to 7 competencies)
Thematic Area Name Definition
Ethics-UN policy knowledge – ethics-Ethics UN policy knowledge - : ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
General (across the functions)-General administration, Finance, Human Resources and Procurement: Ability to perform a broad range of administrative functions. Ability to apply knowledge of various administrative, financial, and human resources rules and regulations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenge.
Customer Satisfaction/Client Management- Customer Satisfaction/Client Management : Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ideas to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Administration & Operations- Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations Vehicle management: Knowledge of policy & procedures on fleet management
Procurement-Sourcing: Ability to find, evaluate and engage suppliers of goods and services
3-Keywords
Teamwork
Client Orientation
Planning and organizing
Ethics and Integrity
Required Skills and Experience
Education:
Education
Minimum of a Bachelor's degree or equivalent;
OR
Bachelor's degree in Administration, Finance or Purchasing Management
Experience, Knowledge, and Skills
- For a Bachelor's Degree or equivalent, 04 years of work experience in the field of Administration, Finance or Purchasing
Or
- For a Bachelor's degree in Administration, Finance or Purchasing Management, 01 year of professional experience in the field of Administration, Finance or Purchasing Management
- Perfect command of computer tools (Word, Excel, Power Point, Internet)
- Perfect command of French, written and oral
- Fluency in written and spoken English
- Good knowledge of ERP software (Enterprise Resource Planning: e.g. UMOJA, QUANTUM, etc...)
- Professional experience in the United Nations System or other International Organizations would be an asset.
- Knowledge of procurement procedures and processes, contracting would be an asset
- Knowledge of organizing workshops, meetings and conferences would be an asset
- Knowledge of travel management would be an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Important information for US Permanent Residents ('Green Card' holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
Required Skills
All applications must be submitted ONLINE at : https://www.undp.org/fr/cameroon/emplois
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