Administration Clerk

Under the direct supervision of the Senior Administrative Associate, the Administration Clerk will provide travel and clerical support to the project team. The incumbent is expected to perform the following duties and responsibilities:

• Arrangement of travel for the project staff including but not limited to booking flights, accommodation, vehicles, logistical arrangements for the project events and activities. Where necessary, submit travel authorization requests in UNOPS ERP and apply for security clearance for the mission. 
• Coordination with project team travellers and suppliers for Verification of project invoices, raising requisitions for the action of the procurement team, registering suppliers in UNOPS ERP, creating receipts, raising payment requests and coordination with the Finance team and suppliers for payment.
• Keeping a record of receipt and release of bank guarantees and coordination with the relevant teams and suppliers to receive and/or release the bank guarantees.
• Organising project records in Google Drive and keeping them up to date. 
• Assist in coordination with other UN Agencies, donors and government departments for collecting required information for the project activities
• Assist in arranging various official project meetings in the premises, preparing folders and/or any branding material for distribution.
• Assist the supervisor in keeping record of lease inventory and assets under the project.
• Assist in maintenance of a stock control and supply system for the project
• Timely coordination for extension of any administrative and/or ICT services under the project.   
• Timely processing of incoming and outgoing mail of the project  and distribution as appropriate; packing envelopes, writing addresses and mail disbursement in coordination with the courier company. 
• Photocopying, scanning of documents, punching and binding reports.