Administrative Clerk, Brussels, Belgium UNDP - United Nations Development Programme Closing date: Tuesday, 18 September 2018

Administrative Clerk, 
Brussels, Belgium 
UNDP - United Nations Development Programme 
Closing date: Tuesday, 18 September 2018

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	Based in Brussels since 2009, the Regional Office for Europe is one of the 60+ field presences of the UN Human Rights Office (OHCHR) around the world working to advance the protection and promotion of human rights for all, supported by headquarters in Geneva. The work of the Regional Office is: - based on the mandate of the High Commissioner for Human Rights as described in UN General Assembly resolution 48/141; - grounded in the Universal Declaration of Human Rights and the international human rights treaties and standards; - guided by the recommendations of the UN human rights mechanisms, namely the Universal Periodic Review, UN Treaty Bodies, and Special Procedures of the UN Human Rights Council. Under the guidance and supervision of the Senior Human Rights Officer/Head of the OHCHR Regional Office for Europe, the Administrative Clerk will perform all administrative and secretariat activities necessary for the support of OHCHR’s goals in the region. S/he will contribute to fulfilling the Regional Office’s overall work-plan displaying flexibility in her/his work.
	Duties and Responsibilities
	Provides administrative support: Arranges appointments and maintains supervisor’s calendar, receives visitors, places and screens telephone calls and answers queries with discretion. Arranges meetings, both internal and external, including during missions, with various officials and interlocutors. Attends meetings and takes minutes and/or notes of the proceedings. Drafts routine correspondence, memoranda and reports. Formats more complex documents by using the appropriate technology. Facilitates the implementation of personnel administrative formalities and the processing of documents in relation to official travel, leave and movement of staff; supports Office with the processing of personnel-related documentation. Manages office supplies. Performs routine general administrative functions (faxing, copying). Provides logistical support: Makes arrangements for seminars, workshops and training activities, and maintains relevant schedules, materials and documentation. Provides logistical assistance in the preparation of conferences, seminars, workshops and other meetings with OHCHR/UN and its partners, including attendance of these events. Such assistance includes booking of conference venues, hotels; preparing and sending out invitations; catering arrangements; distributing agenda and background information, preparing necessary material and equipment, minute taking, etc.). Provides support to office maintenance: Assists in the maintenance of the Office website and social media platforms. Assists in enhancing, maintaining and updating a database of contacts in partner organizations. Maintains hard and electronic office files and records; classifies and codes material relating to a variety of topics. Searches and retrieves office files, reproduces documentation and background material for reference and action by the supervisor. Receives, registers, routes correspondence and office pouch.
	Competencies
	Operational Effectiveness: Ability to perform a variety of routine tasks and duties related to general administration, office and logistical support. Ability to review data, identify and adjust discrepancies. Ability to handle a large volume of work possibly under time constraints. Good knowledge of administrative rules and regulations. Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures. Knowledge of office software applications relating to word processing data management presentation. Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service. Ability to organize and complete tasks by establishing priorities. Managing Data: Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases. Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative. Interprets data, draws conclusions and/or identifies patterns which support the work of others. Managing Documents, Correspondence and Reports: Creates, edits and presents information (reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software. Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction. Shows sound grasp of grammar, spelling and structure in the required language. Ensures correspondence, reports and documents comply with established UN standards. Ability to produce accurate and well documented records conforming to the required standard. Planning and Organizing: Organizes and accurately completes tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships. Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines. Demonstrates ability to quickly shift from one task to another to meet multiple support needs. Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
	Required Skills and Experience
	Education and Experience: Secondary Education with at least 4 years relevant administrative experience, or Bachelor’s Degree in Business Administration, Finance, Office Management, Human Resources or related field, with relevant administrative experience of at least 1 year. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Knowledge of UN and/or EU work environment and organizational setup an advantage. Language Requirements: Fluency in spoken and written English and French; Spanish and Portuguese an asset.