Clerk – Nairobi – UNHCR – 2024

Clerk – Nairobi – UNHCR – 2024

• Position: Clerk
• Company: UNHCR (United Nations High Commissioner for Refugees)
• Location: Nairobi, Kenya
• Type of Job: Full-time, General Service, Grade GS3
• Reporting to: Senior Administrative Associate
• Application Deadline: November 28, 2024

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Join UNHCR as a Clerk in Nairobi, Kenya

Are you an organized, detail-oriented professional with a passion for humanitarian work? Do you excel in administrative roles where your contributions support a greater cause? UNHCR, the UN Refugee Agency, is seeking a dedicated Clerk to join our dynamic team in Nairobi, Kenya. This is a unique opportunity to contribute to a global mission that positively impacts the lives of millions of refugees and displaced persons worldwide.

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About UNHCR

Our Mission

UNHCR, the United Nations High Commissioner for Refugees, leads international action to protect people forced to flee due to conflict and persecution. We work tirelessly to ensure that everyone has the right to seek asylum and find safe refuge. With a presence in over 137 countries, our dedicated staff of more than 18,000 professionals strive to make a difference in the lives of 89.3 million forcibly displaced people globally.

Our Values

We are guided by the core values of professionalism, integrity, and respect for diversity. At UNHCR, we believe in creating an inclusive work environment that embraces diversity and fosters collaboration. Our team is committed to upholding the highest standards of conduct, ensuring that each member feels empowered and supported.

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Why Work With Us?

Make a Global Impact

By joining UNHCR, you become part of a global community dedicated to protecting the rights and well-being of refugees. Your role as a Clerk will directly support our mission, ensuring that our operations run smoothly and efficiently.

Professional Growth

UNHCR offers opportunities for professional development and growth. As part of our team, you will gain valuable experience in administrative support, office management, and risk management, positioning you for future career advancement within the United Nations system.

Collaborative Environment

You will work alongside a diverse team of professionals who are passionate about humanitarian work. Our collaborative culture encourages knowledge sharing and continuous learning.

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About the Role

Organizational Setting

As a Clerk in our Nairobi office, you will be part of the Administration team, reporting to the Senior Administrative Associate under the overall supervision of the Senior Admin/Finance Officer. You will provide essential administrative support, ensuring the effective delivery of services and the achievement of our objectives.

Key Responsibilities

Your main duties will include:

1. Providing general clerical support to the work unit and visiting staff members:
   • Assist with day-to-day administrative tasks to ensure efficient office operations.
   • Support visiting staff by providing necessary resources and information.
2. Maintaining records by creating and organizing files:
   • Establish and manage both physical and electronic filing systems.
   • Ensure all documents are properly labeled and stored for easy retrieval.
   • Handle confidential files with utmost discretion and security.
3. Managing conference room bookings:
   • Coordinate scheduling of meeting rooms to avoid conflicts.
   • Prepare conference rooms by arranging seating, audio-visual equipment, and materials.
   • Ensure that facilities are stocked with necessary supplies, such as stationery and refreshments.
4. Maintaining inventory of stationery items:
   • Monitor stock levels of office supplies and reorder as necessary.
   • Keep an accurate inventory log to prevent shortages or overstocking.
   • Liaise with suppliers to ensure timely delivery of items.
5. Sorting and prioritizing incoming correspondence:
   • Review incoming mail and emails to determine urgency and importance.
   • Distribute correspondence to appropriate staff members promptly.
   • Maintain a log of incoming and outgoing correspondence for tracking purposes.
6. Arranging records for archiving:
   • Identify records eligible for archiving according to UNHCR policies.
   • Prepare documents for secure storage or disposal.
   • Update archiving databases and maintain records of archived files.
7. Maintaining the calendar of appointments:
   • Schedule meetings and appointments for the supervisor, avoiding conflicts.
   • Send meeting invitations and reminders to participants.
   • Coordinate travel arrangements, including booking flights and accommodations.
8. Completing clerical tasks:
   • Process travel authorization requests, ensuring all necessary approvals are obtained.
   • Prepare and submit stationery requisition forms.
   • Assist with the preparation of expense reports and other administrative documents.
9. Organizing and maintaining mail delivery systems:
   • Oversee the pouch system for internal and external mail.
   • Track mail deliveries to ensure timely receipt and dispatch.
   • Coordinate with courier services as needed.
10. Supporting risk identification and management:
    • Assist in identifying potential risks affecting administrative operations.
    • Provide input during risk assessment meetings.
    • Implement measures to mitigate identified risks under supervision.
11. Performing other related duties:
    • Provide support during staff meetings, including note-taking and distribution of minutes.
    • Assist with onboarding new staff by preparing workstations and providing necessary materials.
    • Participate in training sessions to enhance administrative skills.

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Qualifications and Skills

Minimum Qualifications

1. Education:
   • High School Diploma with at least 1 year of relevant experience; or
   • Bachelor’s degree or equivalent or higher in a related field.
2. Experience:
   • Prior experience in administrative support, clerical roles, or office management.
3. Skills:
   • Computer literacy: Proficiency in MS Office Suite (Word, Excel, PowerPoint) and data entry systems.
   • Organizational skills: Ability to manage multiple tasks, prioritize effectively, and maintain accurate records.
   • Communication skills: Strong written and verbal communication skills in English.
   • Attention to detail: Meticulous approach to tasks, ensuring accuracy and compliance with procedures.
4. Language Requirements:
   • Fluency in English.
   • Knowledge of local languages or other UN working languages is an asset.

Desirable Qualifications

• Experience with Cloud ERP systems or similar financial and administrative software.
• Familiarity with UN administrative procedures and policies.
• Knowledge of risk management practices and the ability to contribute to risk identification and mitigation.
• Experience in logistics, including packing and dispatching materials and equipment.

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Company Culture and Values

At UNHCR, we are committed to creating a workplace where each individual feels safe, valued, and empowered. We promote a culture of no tolerance for sexual exploitation and abuse, harassment, sexism, gender inequality, discrimination, and abuse of power. We encourage all staff members to be proactive in preventing and responding to inappropriate conduct.

Diversity and Inclusion

We believe that diversity enriches our organization and enhances our ability to achieve our mission. We are committed to equal opportunity employment, and we encourage applications from all qualified candidates, regardless of race, color, sex, national origin, age, religion, disability, sexual orientation, or gender identity.

Learning and Development

UNHCR encourages continuous learning and professional growth. We offer training programs and opportunities to develop new skills, enhancing your career within the organization.

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Living and Working Conditions in Nairobi

About Nairobi

Nairobi, the capital city of Kenya, is a vibrant metropolis that serves as a hub for international organizations, including numerous UN agencies. Living and working in Nairobi offers:

• Cultural Diversity: Experience a rich blend of cultures, languages, and traditions.
• Professional Opportunities: Engage with a network of professionals from various sectors.
• Quality of Life: Access to modern amenities, healthcare facilities, educational institutions, and recreational activities.
• Safety and Health: UNHCR provides resources and guidance to ensure occupational safety and health considerations are met.

Operational Context

Kenya is the fifth-largest host country in Africa for refugees and asylum seekers. As of September 2024, over 804,594 refugees and asylum seekers are in Kenya. UNHCR’s presence in Nairobi plays a crucial role in supporting these populations. As a Clerk, you will contribute to the efficiency of operations that directly impact the lives of those we serve.

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Apply Now for the Clerk Position

How to Apply

If you are ready to make a difference and meet the qualifications outlined above, we invite you to apply now. Applications are only accepted via the UNHCR online recruitment platform.

• Application Deadline: November 28, 2024
• Target Start Date: April 1, 2025

Apply Now

Important Notice

Please note that UNHCR does not charge a fee at any stage of the recruitment process. Beware of scams and fraudulent job offers.

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Equal Opportunity Statement

We are an equal opportunity employer and are committed to attracting and retaining the best employees from all backgrounds. Only shortlisted applicants will be contacted.

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Expert Tips to Be a Successful Applicant for the Clerk Position

As an expert recruiter with over 30 years of experience, I offer the following detailed tips to enhance your application for the Clerk position at UNHCR:

1. Tailor Your Resume to the Job Description

• Customization: Avoid generic resumes. Specifically address how your experience aligns with the duties of the Clerk position.
• Keywords: Incorporate terms like administrative support, office management, record-keeping, and computer literacy.
• Quantify Achievements: Where possible, include numbers to highlight your accomplishments.
  • Example: “Managed a filing system of over 2,000 documents, improving retrieval efficiency by 30%.”

2. Highlight Proficiency with Office Software

• Detail Specific Skills: Mention your proficiency level (basic, intermediate, advanced) with software tools.
• Additional Software: Include any experience with specialized software relevant to the role.
• Example: “Advanced proficiency in MS Excel, including pivot tables and data analysis; experienced with ERP systems like SAP.”

3. Demonstrate Organizational Abilities

• Project Management: Discuss any experience managing projects or coordinating events.
• Time Management: Highlight your ability to meet deadlines and handle multiple tasks.
• Example: “Coordinated a weekly schedule for a team of 15, ensuring all deadlines were met without compromising quality.”

4. Showcase Attention to Detail

• Quality Assurance: Mention how you ensure accuracy in your work.
• Compliance: Discuss your familiarity with policies and procedures.
• Example: “Implemented a double-check system for data entry, reducing errors by 25%.”

5. Emphasize Communication Skills

• Writing Skills: Provide examples of written materials you have produced.
• Interpersonal Skills: Highlight your ability to work with diverse teams.
• Example: “Drafted monthly newsletters and coordinated with cross-functional teams to gather updates.”

6. Include Language Proficiency

• Language Tests: If you have taken any language proficiency tests, include your scores.
• Cultural Competence: Demonstrate your ability to communicate effectively in a multicultural environment.
• Example: “Scored 7.5 on the IELTS exam; experienced in working with international teams.”

7. Highlight Understanding of UNHCR’s Mission

• Research: Familiarize yourself with UNHCR’s current programs and initiatives.
• Alignment: Explain how your personal values and career goals align with the organization’s mission.
• Example: “My commitment to human rights drives my interest in UNHCR’s work in protecting refugees and promoting solutions.”

8. Detail Any Relevant Volunteer Experience

• Community Engagement: Include any volunteer work, even if not directly related to administration.
• Skills Transfer: Explain how the skills gained through volunteering are applicable to the Clerk role.
• Example: “Volunteered at a community center, assisting with administrative tasks and coordinating events for underprivileged youth.”

9. Optimize Your Resume for ATS Systems

• Formatting: Use standard fonts (e.g., Arial, Times New Roman) and avoid complex layouts.
• File Type: Submit your resume in the requested format (usually PDF or Word).
• Sections: Clearly label sections and use bullet points for readability.
• Example: Ensure your resume includes sections like Summary, Experience, Education, and Skills.

10. Proofread and Follow Instructions

• Attention to Detail: Errors in your application can reflect poorly on your attention to detail.
• Compliance: Adhering to application guidelines demonstrates your ability to follow procedures.
• Example: “Reviewed application multiple times to ensure accuracy and compliance with submission requirements.”

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Join us at UNHCR and be part of a team dedicated to making a real difference. Apply now and embark on a rewarding career journey with us.