Background

Under the guidance of the Chief Technical Advisor and direct supervision of the Administrative Assistant, the Administrative Clerk provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.

The Administrative Clerk works in close collaboration with the Operations, Programme and projects staff in the Country Office to ensure consistent service delivery.

Duties and Responsibilities

Key Responsibilities

• Implementation of operational strategies;
• Provision of administrative and logistical support;
• Provision of support to office maintenance and assets management;
• Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to preparation of administrative team results-oriented workplans.

Provides administrative and logistical support, focusing on achievement of the following results:

• Perform management of financial and administrative records including introduction, classification and information retrieval;
• Establish monitoring tables for incoming and outgoing documents of the Project;
• Ensure that signature books of the Project are well submitted/returned to the concerned services;
• Assist in coordinating the Project’s carpool;
•  Manage files on advances of fuel and telephone cards;
• Provide administrative support in the preparation and verification of payrolls;
• Assist in the management of materials stored in the warehouse of the Project;
• Replace the Magasinier of the Project, in case of absence;
• Arrangement of travel and hotel reservations, preparation of travel authorizations;
• Administrative support to organization of conferences, workshops and retreats;
• Preparation and proper archiving of routine correspondence, copies, faxes, memoranda and reports in accordance with Project needs and CO SOP;
• Extracting, inputting, copying and filing data from various sources;
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans;
• Assist all Project members in all areas related to administration;
•  Perform any other tasks required by the CTA in accordance to her/his competences.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Collection of information on assets management, maintenance of records and files on assets management;
• Maintenance of files and records relevant to office maintenance.

Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration;
• Contributions to knowledge networks and communities of practice.

The key results have an impact on the execution of the Project administrative/logistical services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.

Competencies

Operational effectiveness

• Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies;
• Ability to handle a large volume of work possibly under time constraints;
• Good knowledge of administrative rules and regulations;
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required;
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
• Ability to organize and complete multiple tasks by establishing priorities.

Managing data

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative.

Managing documents, corespondence and reports

• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
• Shows sound grasp of grammar, spelling and structure in the required language;
• Ensures correspondence, reports and documents comply with established UN standards;
• Ability to produce accurate and well documented records conforming to the required standard.

Planning, Organizing and multi-tasking

• Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
• Plans and organizes workload while remaining aware of changing priorities and competing deadlines;
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education

• Secondary education.
  

Experience

• 3 years of relevant administrative experience;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems including ATLAS.
  

Language Requirements

• Fluency in French and Creole, both oral and written is essential;
• Knowledge of English would be an asset.