The office clerk shall perform the needed administrative duties including but not limited to mail, data entry and stationery management to ensure smooth office operations.
Work LocationParis, France
Expected duration12 months
Duties and Responsibilities
The office clerk is primarily responsible for the duties outlined below:
1. HANDLING OF INCOMING/OUTGOING MAIL
• Sorts and distributes or processes mail and other documents.
• Collect, sort, and distribute/process all incoming mail, registered mail, couriers & Pouch from Postal services.
• Register & track all sources of incoming mail, parcels, couriers & pouch; date-stamp incoming documents & ensure prompt delivery of urgent documents by notifying staff members electronically, upon arrival of packages, letters etc.
• Alerts supervisor on receipt of tampered mail.
• Ensure that outgoing mail is clearly and correctly addressed, sorted & handled with confidentiality
• Provide guidance to s/m for all related outgoing posted items, share knowledge of general office procedures & safety regulations regarding mail.
• Ensures that outgoing mail contains only approved material.
• Prepares diplomatic pouch labels and summary of enclosures.
• Receives and delivers special mail.
• Investigate & resolve complaints regarding deliveries, incoming & outgoing mail & couriers
• Follow up, draft correspondence, check & sign invoices for payment of all postal services to UNESCO.
• Prepare parcels for collection by couriers & perform other related duties as required.
• Identify priority assignments, adjust priorities as required, allocate sufficient time & resources for completing work & use time efficiently, taking responsibility for delegated assignments.
2. UNDERTAKE PROTOCOL ERRANDS ACROSS PARIS
• Follow up with embassies and consulates to ensure timely delivery of visas.
• Deposit and withdraw of visas and traveling files from embassies and consulates for the UN environment Economy Division’ staff going on mission.
3. MOVEMENT OF OFFICE FURNITURE
• Tidying cables on desks and offices.
• Preparing conference room set-ups and layouts.
4. PROCESSING OF ENTRANCE BADGES FOR NEWCOMERS
• Register & update the staff database with new profiles upon staff, interns, and consultants’ arrival and at departure or change in personal data.
5. STATIONERY MANAGEMENT
• Prepare supplier order form and UN Purchase Order for office supplies to meet the UN environment Economy Division’s requirements and budget for the Administration’s approval within budgetary guidelines.
• Liaise with UNESCO suppliers and subcontractors for pricing agreements, respect of the contract and seek for any further possible discounts.
• Provision of quality and cost-effective furniture and stationery if sourced through the UNESCO LTA keeping in line with required environmental standards.
• Maintain a constant stock of stationery supplies for the Economy Division’s staff.
• Oversee the implementation of the UN’s policies regarding savings, reducing cost and recycling within the UNEP/Paris office in collaboration with UNESCO’s facilitation on the recycling of paper, batteries, plastics, and glass.
• Facilitate the use of the existing UN environment and UNESCO MoU to print an agreed number of business cards for the ongoing year, follow up and ease procurement procedures.
• Organize the requests, edit, correct, and have the printing of business cards for the authorized requesters under the latest visual data format implied by Headquarters.
6. AOB AS MAY BE REQUIRED BY MANAGEMENT
High school diploma or equivalent is required.
Experience in clerical and general office support or related area is required. Knowledge of basic clerical functions with ability to understand office processes and operate standard office equipment is desirable. For this role, an in-depth knowledge of Paris and its environs is required.
PROFESSIONALISM: 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 challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies Priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Fluency in oral and written English and French is required.
No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.