Jobs - 50251- Administrative Clerk - UNRCPD/Nepal

Administrative Clerk - UNRCPD/Nepal - (Open to Nepalese nationals only)

Location :

Kathmandu, NEPAL

Type of Contract :

TA Local

Starting Date :

10-Nov-2014

Application Deadline :

14-Oct-14 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

6 months

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the guidance and supervision of the Director and Deputy Director, 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 CO and other UN agencies staff to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions

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 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:

Serve as primary point of contact for outside calls and visitors and also for all incoming mail and faxes;
Update the Director’s schedule regularly and varied tasks will be assigned by the Director with which will be asked to assist;
Travel arrangement for staff official duty travel, get travel authorization;
Process documentation (e.g. visas, vehicle registration, insurance, identity cards and other documents in accordance with requirements of the United Nations and national government;
Assist on recruitment of new staff;
Ensure incoming staff and interns receive a briefing packet of information and all necessary setup for their arrival and process after arrival;
Prepare and record attendance report of staff;
Maintain personal folder of staff;
Administrative support to organization of conferences, workshops, and other official functions;
Ensure smoothly running of office functions, including procurement of goods and services;
Preparation of routine correspondence, faxes, memoranda and reports;
Work closely with Finance Associate and serve as backup to the Finance Officer;
Act as Agency Security Focal Point, which includes giving a security orientation to new staff, providing timely security updates to staff and leading the Centre during security exercises.

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;
Ensures operation of office equipment and assets (generator, vehicles, ACs, computers, printers, telephone/mobile and other assets) by completing preventive maintenance requirements; calling for repairs, maintaining inventories.

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.

Competencies

Functional 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 wordprocessing data management presentation, 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;
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
Interprets data, draws conclusions and/or identifies patterns which support the work of others.

Managining Documents, Correspondence and Reports:

Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
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:

Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
Plans, coordinates and organises 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:

4 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.

Language:

Fluency in Nepali and English, both spoken and written.