Hardship Level (not applicable for home-based)A (least hardship)
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate TypeInternship
Target Start Date2023-08-01
Job Posting End DateJuly 31, 2023
Terms of ReferenceOperational Context/background
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRโs core values of professionalism, integrity and respect for diversity.
Duties and Responsibilities
Under the direct supervision of Associate Finance Officer, the incumbent will perform the following duties and responsibilities:
- Prepare short drafts on specific issues as indicated by the supervisor, including development of charts, graphs.
- Participation in online meetings with the supervisor and team.
- Attend, service, and summarize conferences, webinars and meetings
- Maintain the records in the work unit, create files for correspondence, reports, including confidential files.
- Manage conference room booking and ensure that the facilities are well arranged and prepared with adequate supply to cover number of intended guests.
- Maintain a proper record and inventory of stationary items in the work unit and ensure a well-stocked office.
- Sort and prioritize incoming correspondence, reports, etc. and direct to other responsible staff members where necessary.
- Provide substantive support to the preparation of relevant documents (e.g. presentations, project documents and management of projects) as required by the above-mentioned activities.
- Perform other related duties as required.
Qualifications/Requirements
Competencies: Communication; Creativity; technological awareness; teamwork and collaboration.
Languages: Fluency in English (reading, writing, understanding, speaking); knowledge of another official UN language (Arabic, Chinese, French, Russian, Spanish) is an asset.
Desirable Skills: Fully proficient in web-based research including use of online databases, experienced in the use of Word, Excel and PowerPoint, including ability to readily prepare tables and charts and maintain and update databases via excel;
Eligibility & Education:
โข be enrolled in a graduate school programme (second university degree or equivalent, or higher);
โข Be enrolled in the final academic year of a first university degree program (minimum bachelorโs level or equivalent);
โข Have graduated with a university degree and, if selected, must commence the internship within a one-year period of graduation.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
Applications from all genders and persons with disabilities are encouraged to apply.
Standard Job Description Clerk Organizational Setting and Work Relationships The Clerk provides clerical and administrative assistance to the immediate supervisor and/or the Office as a whole. The incumbent is normally supervised by an Officer or Associate. S/he receives regular guidance and instructions from the supervisor on procedural aspects of the work. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties - Provide general clerical support to the work unit and, if required, visiting staff members. - Maintain the records in the work unit, create files for correspondence, reports, including confidential files. - Manage conference room booking and ensure that the facilities are well arranged and prepared with adequate supply to cover number of intended guests. - Maintain a proper record and inventory of stationary items in the work unit and ensure a well-stocked office. - Sort and prioritize incoming correspondence, reports, etc. and direct to other responsible staff members where necessary. - Arrange and forward records for archiving and maintain records of files sent for archiving. - Maintain calendar of appointments and schedules of meetings and travel for the supervisor, perform such clerical tasks as the completion of travel authorization requests, stationery request forms, etc. - May be required to prepare driversยฟ work schedule and maintain shift system. - May be required to organize and maintain mail delivery (Pouch) and tracking system between offices. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level G3- 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher Field(s) of Education n/a Certificates and/or Licenses n/a Relevant Job Experience Essential Not specified Desirable Not specified Functional Skills IT-Computer Literacy (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Required Languages
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Desired Languages
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Additional Qualifications
Skills
Education
Certifications
Work Experience
Other informationThis position doesn't require a functional clearance