TERMS OF REFERENCE

· Position:Project Secretary/Clerk

· Classified level: 5/1 project scale

· Duty Station: Kyiv

· Full time

· Functions and responsibilities:

Conceptual Responsibilities:

· To arrange for and provide office maintenance services;

· To organise and support travel arrangements for UNFPA regular and project staff;

· To provide secretarial and reception support to all UNFPA projects.

Operational Responsibilities:

· To assist in assessment of office and project needs in office equipment, services and supplies;

· To maintain stock of office supplies and expendables and provide them for eligible staff;

· To supervise and organise office housekeeping matters;

· To maintain and supervise filing system for the UNFPA office and projects;

· To provide secretarial and operational support to the UNFPA staff (maintaining travel plans, taking notes/minutes, writing event and meeting reports, scheduling and maintaining work plans and agendas etc.);

· To arrange for operations coordination between the UNFPA office and projects;

· To support UNFPA staff in maintaining office and project inventories, including tagging non-expendable equipment;

· To process travel arrangements and log all travel related transactions, including travel reports;

· To interview and welcome visitors, working jointly with the security staff;

· To receive and direct incoming calls at the office, to scan, copy and forward documents and send fax messages;

· To maintain and process official correspondence, to provide support in correspondence processing to UNFPA staff, to draft official communications;

· To provide interpretation and translation services as required;

· To maintain attendance records for project staff, including annual and sick leave monitoring;

· To provide support to projects related to office rent procedures, utilities, communications, security arrangements and other common services.

Qualifications and experience:

• Completed secondary education, a university degree preferable;
• At least 2 years of experience in office management and secretarial support, preferably in an international environment;
• Skills in use of standard office equipment;
• Good command of computer (MS Win, MS IE, MS Word, MS Excel, MS Outlook, MS PowerPoint);
• Excellent communications skills, friendly attitude, valuing the principles of the United Nations and UNFPA;
• Oral and written proficiency in Russian, Ukrainian and English, excellent grammar, ability to take notes;
• Initiative-taking, problem-solving abilities.

Applicants meeting the above requirements are requested to submit their detailed curriculum vitae and accompanying cover letter in English specifying the position of interest to the address ukr@unfpa.org or by fax +380 44 536 0824.

The message subject line must be formatted as follows: "Job application: Post title – Your Name and Surname".

UNFPA will only contact those applicants in whom there is further interest.

Please note that Ukrainian nationals are invited to apply. Applications from qualified women are encouraged.

Deadline for application submission is 17 August 2006.

NB! UNFPA reserves the right to appoint at the indicated or lower level and prior to the closing date.