Location:
Nicosia, Cyprus
Industry Sector:
International Public Sector
Type of contract:
Contract
Salary:
Competitive

Office Clerk

← Back to listings

Office Clerk

Summary of Key Functions:

  1. Provision of office clerk services
  2. Provision of office support, reception/front-desk and telephone communication services
  3. Alternate for provision of logistical services
  4. Support to knowledge building and knowledge sharing

The key results have an impact on the execution of the office administration.

Ensures provision of office clerk services focusing on achievement of the following results:

  • Filing and archiving of documents (both hard-copy and electronic) including scanning;
  • Support in performing duties such as photocopying, logging and dispatching correspondence;
  • Management of office Conference Room calendar;
  • Constant monitoring & maintenance of the office environment and keeping the office in order;
  • Collection and distribution of office supplies and materials;
  • Performs any other ad-hoc tasks and duties the institution may reasonably request in relation to its mandate.
  • Support organization of events;
  • Maintaining calendars;
  • Alternate to the driver/messenger in his/her absence;
  • Other duties as required.

Provision of office support, reception/front-desk and telephone communication services:

  • Management of front-desk/reception and answering phone calls;
  • Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP;
  • Operation of the telephone switchboard in accordance with appropriate protocol;
  • Maintenance of recording information in the system, solution of minor technical problems, and reporting to service providers for regular maintenance and repair.
  • Office opening with appropriate protocol;
  • Document in and out registry;
  • Filling forms required for payment requests;
  • Prepares/drafts routine/basic correspondence, faxes, memos and reports;
  • Maintaining records/lists and monitoring due dates;
  • Constant monitoring & maintenance of the office environment and keeping the office in order;
  • Co-ordinates arrangements for repairs of office furniture and equipment;
  • Collection and distribution of office supplies and materials;
  • Interact with vendors to exchange information on office issues (incl. invoices, vendor profile forms, VAT exemptions, etc.);
  • Ensures computerized equipment and office space is ready on arrival of consultants/visitors;
  • Ensures a continuous stock of the basic stationery and office supplies;
  • Other duties as required.

Alternate for provision of logistical services focusing on achievement of the following results:

  • Alternate to Logistics Support services for following duties:
  • Collection, pickup and delivery of mail and other materials as required from and to the post office, government agencies and other institutions.
  • Driving project partners to the project sites if the Driver is not available.
  • Collection of invoices from Vendors, contacting Vendors for any information and documentation to be provided or received.
  • Delivery of recycling items and contents of recycle bins.
  • Vehicle maintenance, collection of vehicle log books, petrol receipts and monthly vehicle check. Alert management in any issue/problem requires action.
  • Other duties as required.

Supports knowledge building and knowledge sharing in the office focusing on achievement of the following results:

  • Participation in the trainings for the operations/ projects staff related to the duties performed.

Education:

  • Secondary Education

OR

  • Bachelor’s degree in Business, Public Administration, Social Sciences or a relevant field would be desirable, but it is not a requirement.

Experience:

  • Secondary education with 2 years of relevant experience or Bachelor’s degree with 1 year of relevant administrative experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Knowledge of web-based management systems would be an asset.
  • Previous working experience at international organizations (e.g. UN/UNDP is considered as an asset.

Language Requirements:

  • Fluency in English is required.
  • Fluency in Greek or Turkish is required.

Other:

  • Nationals or others legally authorized to work in Cyprus are eligible.
  • Valid driving license is required.

Login or register to apply for this job

United Nation Development Programme – (UNDP)

All United Nation Development Programme – (UNDP) jobs