UNDP Jobs - 53765- Re-advertisement - Administrative Clerk

Re-advertisement - Administrative Clerk – Transport Unit - (Open to Myanmar Nationals Only)

Location :

Yangon, MYANMAR

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

15-Jun-15 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

Initial One Year

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

Candidates who previously applied need not re-apply.

Under the guidance and supervision of the Administrative Analyst or Administrative Associate, 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

Functions / Key Results Expected

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/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:

Ensure the proper and regular mechanical maintenance of all office vehicles;
Ensure all office vehicles are in running and road worthy condition;
Supervise all office drivers and manage office motor pool to provide transportation supports to the staff for official purposes;
Ensure all office vehicles are clean and neat condition;
Maintains log book for the recording of vehicle maintenance as per prescribed schedule;
Ensure all vehicle logs are completed correctly and take necessary actions on vehicle Maintenance;
Ensure all office vehicle are registered with concerned department and renewed in timely Manner;
Ensure all vehicle registration booklets and important documents related to office vehicles are properly kept at the safe place;
Monitor fuel usage of all vehicles for necessary actions and references;
Manage office fuel pumps and ensure to keep sufficient stock of fuel for emergency use and daily use;
Provide administrative support to procure vehicle spare parts and uniforms for the staff from Transport Unit and Common Services Unit;
In collaboration with UNDP CO Security Associate, ensure that all office vehicles are complied with MOSS.

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

Maintains inventory of office vehicle spare parts;
Prepare monthly fuel consumption reports and submit them to Finance Unit in timely Manner;
Maintenance of files and records relevant to office vehicles.

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.

Impact of Results

The key results have an impact on the execution of the CO 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

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, indepth 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;
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.

Managing 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;
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 English and national language of the duty station.