Comprehensive Overview of the Logistics Clerk (On Call) Position at UNDP Sarajevo

The Logistics Clerk will be an on-call, part-time employee responsible for providing logistical and maintenance support at the UN House in Sarajevo. The position is primarily focused on ensuring smooth operations within the office, including physical upkeep, event support, and coordination of maintenance services.

Key Responsibilities:http://UNDP Job Posting – Logistics Clerk (On Call)

1. Upkeep and Maintenance:
   • Ensure the UN House is well-maintained by providing logistical support for different activities.
   • This includes setting up conference rooms for meetings, workshops, and events, ensuring furniture and equipment are correctly arranged for each event.
   • The Clerk will also be involved in maintaining office furniture, equipment, and archives.
2. Event Support:
   • The role includes providing logistics for events, such as arranging furniture and ensuring that all necessary equipment is in place for smooth operation.
   • This involves setting up chairs, tables, and other items to meet the event’s needs.
3. Coordination with Maintenance and Contractors:
   • The Clerk will coordinate with maintenance personnel and external contractors to address any building-related issues that need repair.
   • Ensuring that reported problems, such as faulty equipment or building issues, are resolved in a timely manner is a key responsibility.
4. Furniture and Equipment Management:
   • Help in tracking and managing office furniture and equipment, making sure that they are allocated efficiently across different departments or projects.
5. Small Repairs:
   • Perform minor repairs and maintenance tasks on office equipment, fixtures, and furniture.
6. Support for Administrative Team:
   • The Logistics Clerk works closely with the Head of the Admin Unit and other members of the administrative team, sharing information and assisting with various office functions.
   • The Clerk may also work with program and project staff within the UNDP and other UN agencies.

Required Skills and Experience:@vacancyspaces.com

1. Education & Experience:
   • The job requires a secondary education (high school diploma).
   • Applicants should have at least 2 years of experience in logistics and building maintenance.
   • Experience in event planning, organizing, or supporting logistics is beneficial.
   • Experience with handling, loading, and storing equipment safely is also a plus.
2. Technical Skills:
   • The Clerk should be organized and have good time management skills.
   • Should be capable of performing basic maintenance work like minor repairs on furniture and fixtures.
   • Knowledge of how to manage and maintain an archive is helpful.
3. Language Skills:
   • Fluency in Bosnian/Croatian/Serbian is required, and basic knowledge of English is preferred for communication with international staff.
4. Additional Competencies:
   • Ability to work under pressure and handle stressful situations.
   • A valid driver’s license is required for the role.
   • Familiarity with coordinating external contractors for building maintenance is an advantage.
   • Previous experience in an international organization, embassy, or similar setting is desirable.

Contract Details:

• Duration: The contract is for 1 year, and the position is on-call with up to 130 working days per calendar year.
• Work Schedule: The job is full-time when on duty, but the employee will only work on an as-needed basis.
• Location: The job is based at the UN House in Sarajevo, Bosnia and Herzegovina.

Competencies:

The candidate should demonstrate core competencies like:

• Achieving Results: The ability to meet deadlines and deliver quality work.
• Thinking Innovatively: Showing creativity and pragmatism in solving problems.
• Learning Continuously: Being open to feedback and learning new things.
• Adapting with Agility: Adjusting to changes and handling uncertainty well.
• Engaging and Partnering: Building positive relationships with colleagues and clients.

Why Apply?

This role is a great opportunity for someone with experience in logistics and maintenance who enjoys working in a dynamic environment with diverse teams. It also offers a chance to contribute to the UNDP’s mission of sustainable development and social cohesion

Certainly! Below is an expanded explanation of the Logistics Clerk (On Call) position at the UNDP Sarajevo with additional details about the role, responsibilities, qualifications, and the context within the UNDP framework.

Introduction to the Role of Logistics Clerk:

The Logistics Clerk (On Call) position at the United Nations Development Programme (UNDP) in Sarajevo, Bosnia and Herzegovina, represents a critical function within the Admin Unit. As part of the UNDP’s mission to promote sustainable development and social cohesion, this role offers hands-on logistics and maintenance support to ensure that the operations of the UN House run smoothly.

This is a flexible, part-time position that requires the successful candidate to work on an on-call basis, up to 130 working days per calendar year. While this position offers flexibility, it also demands a high level of responsibility and requires candidates to be highly organized, dependable, and skilled at handling multiple tasks simultaneously.

The Logistics Clerk will work closely with various stakeholders within the UNDP office, including the Head of Admin Unit, administrative staff, project staff, and other UN agencies. This collaborative environment provides a unique opportunity to gain experience in project management, event coordination, facility management, and logistics support.

Purpose of the Job and Key Responsibilities:

The primary function of this role is to support the administrative and logistical operations of the UNDP office in Sarajevo. This includes facilitating the upkeep and maintenance of the UN House building, organizing and setting up events, supporting the management of office equipment and furniture, and ensuring the efficient functioning of all related logistical processes.

1. Building Upkeep and Maintenance:

The Logistics Clerk is responsible for performing a range of activities that are essential for the upkeep and smooth operation of the UN House. These activities are crucial for ensuring that the physical environment supports the staff and visitors in their work and meetings.

• Logistical Support for Office Maintenance: The Clerk assists with the upkeep of the physical space, including moving furniture, managing office supplies, and ensuring that all areas are clean and organized. In an office environment where maintaining a professional and welcoming atmosphere is important, the Clerk’s role is vital for ensuring everything is in its place and functioning correctly.
• Conference Room Setup: This is one of the most important aspects of the role. The Logistics Clerk is responsible for ensuring that meeting rooms are properly configured for events. This involves setting up tables, chairs, audio-visual equipment, and other furniture or materials needed for workshops, seminars, and other activities. The Clerk ensures that the space meets the specifications of each event and is ready before it begins.
• Office Equipment Management: The Clerk plays a key role in managing the movement and condition of office furniture and equipment. This includes tracking the allocation of office supplies and furniture to various teams, departments, or projects. Properly managing equipment ensures that staff members have access to the tools and materials they need to perform their work efficiently.
• Facility Maintenance Coordination: The Logistics Clerk will coordinate with external contractors and maintenance teams to ensure that the building is functioning correctly. This may include dealing with plumbing, electrical, and HVAC (heating, ventilation, and air conditioning) issues, as well as general repairs and improvements. The Clerk acts as a liaison between the internal team and external contractors to ensure that maintenance work is done on time and in line with budget and operational requirements.

2. Event Logistics and Coordination:

Another central responsibility of the Logistics Clerk is assisting with the organization and logistical support of events hosted at the UN House. These events can range from formal meetings and conferences to workshops, training sessions, and staff retreats.

• Event Planning and Setup: For each event, the Clerk ensures that the logistical requirements are met. This includes arranging furniture and equipment, preparing the rooms for presentations, and ensuring that everything needed for the event (e.g., projectors, microphones, flipcharts) is readily available and functioning.
• Inventory and Resource Management for Events: The Clerk may need to keep an inventory of materials required for events, such as documents, handouts, or promotional materials. Managing these materials ensures that no resources are missing when needed.
• Communication with Stakeholders: Coordination with the event organizers is key. The Logistics Clerk communicates with staff members, event organizers, and sometimes even external stakeholders (e.g., contractors, catering companies) to ensure that all aspects of the event run smoothly.

3. Maintenance and Repair Responsibilities:

The Logistics Clerk’s role also includes the hands-on responsibility of maintaining the physical assets in the UN House. This includes small repairs and upkeep of fixtures and equipment within the office.

• Performing Small Repairs: The Clerk is responsible for addressing minor issues related to office furniture, equipment, and fixtures. This could involve fixing office chairs, tables, or repairing light fixtures. For more complex repairs, the Clerk coordinates with external maintenance teams or contractors.
• Managing Office Furniture and Equipment: Proper management of office furniture, computers, and other assets is crucial for ensuring that resources are not wasted. The Clerk is tasked with ensuring that items are properly stored, tracked, and reused effectively.
• Maintaining the Archive: Another essential aspect of the role involves the physical maintenance and organization of documents in the UN House archive. The Clerk is responsible for ensuring that documents are stored in a systematic manner, easily accessible for the team, and maintained in compliance with organizational or project-specific guidelines.

4. Working with Contractors and External Parties:

The Logistics Clerk must have the ability to work with external contractors, particularly for tasks related to facility management or specialized repairs.

• Coordinating with Contractors: In instances where external contractors are hired for specific maintenance work (e.g., plumbing, electrical, or building maintenance), the Logistics Clerk will be responsible for ensuring that contractors perform the work as agreed upon. This includes overseeing the contractors, ensuring that tasks are completed on time, and monitoring the quality of their work.
• Ensuring Timely Resolutions: The Clerk helps manage and resolve any building-related issues, escalating problems as needed to senior staff or external experts. Ensuring that these issues are addressed promptly ensures minimal disruption to the daily operations of the office.

Skills and Qualifications Needed:

The Logistics Clerk position requires a combination of technical skills, organizational skills, and interpersonal abilities. Here are the key skills and qualifications for the role:

1. Educational Requirements:

• Secondary Education: The candidate must have at least a high school diploma or secondary education. This forms the baseline for the required academic qualifications for the job. Higher education is desirable but not mandatory.

2. Professional Experience:

• 2 Years of Relevant Experience: The position requires at least two years of work experience in logistics and building maintenance. The candidate should be comfortable with a range of logistical tasks such as setting up events, moving furniture, and maintaining office equipment.
• Experience in Event Logistics: Prior experience supporting or organizing events is highly advantageous. This includes coordinating the setup and execution of meetings, conferences, and seminars.
• Experience with Contractors: Experience working with or managing external contractors (e.g., maintenance workers, repair technicians) is beneficial.

3. Language Requirements:

• Fluency in Local Languages: Fluency in one of the local languages (Bosnian, Croatian, or Serbian) is essential for communication with local staff and external vendors. A basic knowledge of English is also required to communicate with international colleagues and report to senior staff.

4. Technical Skills and Knowledge:

• Organizational Skills: The Logistics Clerk must be highly organized and able to juggle multiple tasks efficiently. This includes managing event logistics, maintaining office equipment, and tracking resources.
• Time Management: Given the dynamic nature of the role, effective time management is crucial. The Clerk needs to prioritize tasks based on urgency and importance, and be flexible enough to adapt to changing requirements.
• Attention to Detail: The position requires a strong focus on accuracy and quality. Ensuring that all logistical setups are properly done, that maintenance issues are addressed correctly, and that all records are maintained accurately is essential for success.

5. Personal Qualities:

• Integrity and Ethical Standards: The Clerk must demonstrate high ethical standards, adhering to UNDP’s core values. This includes being honest, responsible, and trustworthy in all aspects of the role.
• Adaptability and Agility: The work environment at UNDP is dynamic, and the Clerk must be able to adapt to new challenges, changing priorities, and unexpected situations with calmness and efficiency.
• Team Player: The Clerk must be able to work effectively as part of a team, collaborating with colleagues across different departments and ensuring that tasks are completed in a timely and efficient manner.

Benefits of the Job:

While the Logistics Clerk position is part-time and on-call, it offers several benefits:

• Flexible Work Hours: The on-call nature of the role allows for a flexible work schedule, with the potential to work up to 130 days per year.
• Learning Opportunities: The role provides the opportunity to work within an international organization, gaining experience in a range of logistical, administrative, and maintenance tasks.
• Work Environment: The opportunity to work within a diverse and inclusive team at the UNDP, where different cultures and perspectives are valued.
• Professional Growth: The position offers valuable experience that can serve as a stepping stone to other roles within the UNDP or similar international organizations.

Conclusion:

The Logistics Clerk (On Call) position with UNDP Sarajevo offers an excellent opportunity for individuals with experience in logistics, event planning, and building maintenance to contribute to the important work of the UNDP in Bosnia and Herzegovina. Through their support of the UN House’s operations, the Clerk ensures that the organization can effectively deliver its projects and contribute to sustainable development goals, social cohesion, and democratic governance.

This position provides an enriching experience in an international organization, with opportunities to develop valuable skills and work with diverse colleagues. If you are detail-oriented, have strong organizational skills, and enjoy working in a dynamic environment, this role could be an excellent fit for you.

Certainly! Here’s an even more detailed and expanded explanation of the Logistics Clerk (On Call) position at UNDP Sarajevo, covering additional aspects such as the context of UNDP’s operations, the broader responsibilities of administrative support, and the role’s alignment with the organization’s goals.

A Deeper Dive into the Role of Logistics Clerk:

Background of the United Nations Development Programme (UNDP):

The United Nations Development Programme (UNDP) is the global development network of the United Nations, working in approximately 170 countries and territories to eradicate poverty and reduce inequalities. UNDP’s work focuses on a variety of areas, including sustainable development, democratic governance, climate change, gender equality, and peacebuilding.

UNDP Bosnia and Herzegovina (BiH) plays a crucial role in helping the country meet its sustainable development goals, including supporting its European Union (EU) accession process and aligning national development strategies with the Agenda 2030 goals. The 2021-2025 UNDP Country Program in BiH aligns with the broader UN Sustainable Development Cooperation Framework (UNSDCF), focusing on promoting resilient, sustainable, and inclusive growth, fostering social cohesion, and strengthening accountable governance systems.

As part of this framework, UNDP’s Country Office in Sarajevo relies on the dedicated support of staff like the Logistics Clerk to ensure that the office’s operations run efficiently, enabling the organization to fulfill its objectives effectively.

How the Logistics Clerk Contributes to UNDP’s Mission:

The Logistics Clerk position is designed to contribute directly to the smooth functioning of the UN House in Sarajevo. This is crucial because any logistical disruption or maintenance issue within the office environment can affect the daily work of UNDP staff, who are working on projects critical to the country’s sustainable development.

The Logistics Clerk ensures that the office space is functional, conducive to collaboration, and able to support high-level events and meetings, all of which are integral to the success of UNDP’s programming in Bosnia and Herzegovina. By taking care of maintenance issues, ensuring that equipment is working properly, and assisting with the setup and coordination of meetings and conferences, the Logistics Clerk indirectly contributes to the impact and success of UNDP’s projects.

Scope of Responsibilities Expanded:

1. Physical Maintenance and Upkeep:

The maintenance and upkeep of the UN House forms a large part of the Logistics Clerk’s role. However, this is not just about making sure the building is clean—it’s about ensuring that every part of the office functions as it should.

• General Upkeep of Office Areas: The Clerk ensures that common areas, offices, meeting rooms, and conference halls are properly set up for day-to-day activities. This involves cleaning, tidying, and ensuring that the office environment remains welcoming and efficient.
• Managing Office Supplies: Part of the role involves monitoring and managing office supplies. The Logistics Clerk will make sure that materials such as paper, pens, and other consumables are in stock, and coordinate the ordering of replacements when supplies run low. The Clerk also oversees the management of office furniture, ensuring that it is maintained, allocated correctly, and available for staff use.
• Maintenance of the Office Archive: The Clerk is responsible for maintaining an efficient and organized office archive. Given that UNDP projects often generate a significant amount of documentation, this task ensures that all files are properly stored, labeled, and easily accessible for future reference.
• Regular Checks and Inspections: The Logistics Clerk will conduct regular checks of the building’s equipment and fixtures. This could include ensuring that lighting, electrical systems, HVAC (heating, ventilation, and air conditioning), furniture, and communication equipment are functioning optimally.

2. Event Support and Coordination:

An important aspect of the Logistics Clerk’s role is supporting the organization and coordination of events. UNDP regularly hosts meetings, conferences, and workshops that require the logistical support to ensure smooth execution.

• Event Set-Up: For each event or meeting, the Logistics Clerk will arrange the room to meet the specific requirements of the event. This could include arranging seating for participants, setting up presentation tools (e.g., projectors, microphones), and ensuring that any required materials or handouts are available.
• Furniture and Equipment Arrangements: The Logistics Clerk might also assist with transporting and arranging heavy equipment or furniture for events, especially for larger meetings or conferences where the space needs to be transformed for specific purposes.
• Audio-Visual Equipment: If the event requires audio-visual technology, the Clerk will ensure that all equipment is set up correctly. This could include testing microphones, projectors, and video conferencing equipment to ensure that everything functions as intended during the meeting.
• Event Support: The Clerk may also assist with event breakdown, ensuring that furniture and equipment are properly stored after the event has concluded. This may include disassembling setups and moving items back to their proper places in the office.
• Communication and Coordination with Teams: Effective communication is essential for successful event management. The Logistics Clerk will communicate with the event organizers, admin team, and other stakeholders to confirm the event schedule, room setup, equipment needs, and any special requests or requirements.

3. Maintenance of Equipment and Facilities:

In a busy office environment, ensuring that the equipment and fixtures are in working order is a fundamental task. The Logistics Clerk helps maintain an inventory of office equipment, ensuring it is regularly checked and kept in optimal condition.

• Minor Repairs: The Clerk is responsible for performing small repairs, such as fixing minor faults in furniture (e.g., repairing broken chairs or desks) or dealing with basic office equipment maintenance (e.g., printers, photocopiers). More extensive repairs may require calling in external contractors, but the Clerk ensures that minor issues are addressed without delay.
• External Contractor Coordination: The Clerk is also responsible for liaising with external contractors when maintenance work or larger repairs are needed. The Clerk ensures that repairs are done promptly, checking the work done and ensuring that it meets quality standards.
• Maintenance of Safety and Compliance: The Clerk ensures that the UN House remains compliant with safety regulations. This includes keeping fire exits clear, making sure that safety equipment (e.g., fire extinguishers) is properly maintained, and ensuring that all areas of the office adhere to local safety standards.

4. Resource Management and Logistical Planning:

Managing resources efficiently is essential to the smooth running of the UN House, especially as the space is often used for various activities. The Logistics Clerk will help with resource allocation by tracking the usage of office supplies, equipment, and furniture.

• Inventory Management: The Clerk maintains records of office supplies and equipment, ensuring that everything is accounted for. This is especially important when there is turnover or equipment is being borrowed for specific events. The Clerk ensures that all items are returned after use and stored correctly.
• Efficient Allocation of Resources: The Clerk may be involved in determining the most efficient allocation of office furniture and equipment. This could involve moving items around the building to ensure that all departments have what they need to function effectively.
• Resource Use Reporting: The Logistics Clerk might also be involved in tracking and reporting the usage of resources, making suggestions for improvements or cost-saving measures in how resources are used across the office.

Skills, Competencies, and Personal Attributes:

Core Competencies:

The Logistics Clerk position requires a specific set of core competencies that are aligned with the UNDP’s values and the role’s demands.

1. Planning and Organization: The Clerk must be able to prioritize and organize tasks effectively to meet deadlines. Given the range of tasks involved, from setting up events to maintaining office equipment, the ability to work efficiently and manage time effectively is crucial.
2. Adaptability: As the role involves responding to the changing needs of the office, the Clerk must be flexible and adaptable to new challenges. Whether it’s dealing with unexpected maintenance issues or last-minute changes in event requirements, the ability to remain calm under pressure is vital.
3. Problem Solving: Whether it’s fixing minor issues with equipment or finding the most efficient setup for an event, the Clerk must be a pragmatic problem solver. The role requires someone who is resourceful and able to come up with solutions quickly.
4. Communication: As the Clerk will be interacting with various stakeholders, including internal colleagues, external contractors, and event organizers, strong communication skills are essential. The Clerk must be able to clearly articulate needs, follow instructions, and coordinate activities effectively.
5. Attention to Detail: Precision and accuracy are essential when performing logistical duties. Whether arranging conference rooms, ensuring the safety of the office, or performing minor repairs, the Logistics Clerk must pay close attention to detail to ensure everything runs smoothly.
6. Interpersonal Skills: As a support role, the Clerk will work closely with many people, including UNDP staff, contractors, and visitors. Strong interpersonal skills are essential for creating positive working relationships and working collaboratively within the office.
7. Cultural Sensitivity and Inclusivity: As the Logistics Clerk will work in an international environment with people from diverse cultural backgrounds, the ability to show respect for different cultures, genders, and identities is essential.

Benefits and Career Opportunities:

Why Should You Apply?

The Logistics Clerk position offers a variety of benefits, not just in terms of job stability and competitive remuneration but also in terms of personal development and career advancement:

• Flexible Working Hours: As the position is on-call, it provides flexibility, making it ideal for candidates who value work-life balance or have other commitments.
• Exposure to International Operations: Working with UNDP provides the opportunity to experience the workings of an international organization and contribute directly to global development goals.
• Skill Development: The role allows individuals to develop a wide range of skills in logistics, event planning, and facility management—all of which are transferable to other roles in administrative and operations management.
• Networking Opportunities: Working with a diverse team of professionals within UNDP