- Yaounde, Cameroon
Job Description
The Office for the Coordination of Humanitarian Affairs (OCHA) is a department of the United Nations Secretariat. Its mission is to mobilize and coordinate humanitarian action in an effective, coherent and principled manner, in partnership with national and international actors, to alleviate human suffering, advocate for the rights of populations in need, and promote disaster preparedness and prevention.
The Administration is a focal point for the implementation of humanitarian response coordination activities. To meet the increased needs for procurement of goods and services, logistics support and travel and personnel management, the Administration Clerk will be part of the Administration Unit and will help support the sound administrative management of the Office to facilitate an efficient and effective humanitarian response.
Under the supervision of the Head of Administration of OCHA Cameroon and the direct supervision of the National Administrative and Financial Officer, the Administration and Procurement Clerk is responsible for performing the following main tasks
1) General Administration-Contribute to the proper administrative management of the Office
– Receive and expedite mail, pouch and office property
– Preparation of petty cash payment requests
– Preparation of drafts of official correspondence of the Office
– Filing of administrative files
– Fuel management (monitoring of consumption and analysis of monthly reports)
– Follow-up of vehicle maintenance
– Preparation of the drivers’ duty schedules
– Support the proper management of the office facilities
– Ensure the management of the office supplies stock, monitor its consumption and proceed to the renewal of the stock.
2) Procurement – Support the procurement of goods and services for the Office
– Assist in the preparation of the annual procurement plan and the terms of reference of the tender documents
– Receive and analyze requisitions from various OCHA DRC offices
– Obtaining quotations and preparing comparative price tables
– Preparation of shopping carts and Purchase Orders (PO) “low value aquisition” in Umoja
– Receiving and checking the conformity of goods and services in Umoja
– Prepare and submit Business Partner (BP) creation requests in Umoja
– Filing of purchase files for reference in case of audit
– Prepare draft procurement reports for the Office.
3) Travel – Provide logistical support for the organization of the Office’s travel and meetings
– Collect travel documents, prepare invitation letters, mission orders and travel authorizations
– Facilitate hotel reservations and transportation
– Booking UNHAS flights
– Maintain the travel tracking table
4) Human Resources-Contribute to the proper management of OCHA Cameroon staff
– Maintain the administrative files of the personnel in a confidential manner
– Maintain the Human Resources database (multiple reference points for the management and pro-active follow-up of OCHA Cameroon staff)
– Establish attendance records for the Administration staff
– Maintain the administrative files of the personnel
– Solicit security badges and briefings for staff and visitors on mission
– Submit weekly updated staff list for radio control by UNDSS
– Support the contract management of national staff
– Perform any other tasks required by the organization within the limits of his/her skills and abilities, as requested by the supervisor.
1-Expected Demonstration of Competencies
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
2-Cross-Functional & Technical competencies (insert up to 7 competencies)
Thematic Area Name Definition
Ethics-UN policy knowledge – ethics-Ethics UN policy knowledge – : ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
General (across the functions)-General administration, Finance, Human Resources and Procurement: Ability to perform a broad range of administrative functions. Ability to apply knowledge of various administrative, financial, and human resources rules and regulations. 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 challenge.
Customer Satisfaction/Client Management- Customer Satisfaction/Client Management : Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ideas to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Administration & Operations- Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations Vehicle management: Knowledge of policy & procedures on fleet management
Procurement-Sourcing: Ability to find, evaluate and engage suppliers of goods and services
3-Keywords
Teamwork
Client Orientation
Planning and organizing
Ethics and Integrity
Education
Minimum of a Bachelor’s degree or equivalent;
OR
Bachelor’s degree in Administration, Finance or Purchasing Management
Experience, Knowledge, and Skills
– For a Bachelor’s Degree or equivalent, 04 years of work experience in the field of Administration, Finance or Purchasing
Or
– For a Bachelor’s degree in Administration, Finance or Purchasing Management, 01 year of professional experience in the field of Administration, Finance or Purchasing Management
– Perfect command of computer tools (Word, Excel, Power Point, Internet)
– Perfect command of French, written and oral
– Fluency in written and spoken English
– Good knowledge of ERP software (Enterprise Resource Planning: e.g. UMOJA, QUANTUM, etc…)
– Professional experience in the United Nations System or other International Organizations would be an asset.
– Knowledge of procurement procedures and processes, contracting would be an asset
– Knowledge of organizing workshops, meetings and conferences would be an asset
– Knowledge of travel management would be an asset.
Required Skills
Skills
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