UNDP Jobs - 55268- Administrative Clerk (Administrative Services)

Administrative Clerk (Administrative Services)

Location :

Port-au-Prince, HAITI

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

14-Apr-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

Languages Required :

English French

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 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 Project staff in the Country Office and other UN agencies staff to ensure consistent service delivery.

Duties and Responsibilities

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.

Ensures effective and efficient functioning of the unit (DRR’s office/operations unit/administrative unit), focusing on achievement of the following results:

Contact with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Translation of simple correspondences, when needed.

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

Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions;
Administrative support to conferences, workshops, retreats;
Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Maintenance of filing system data from internal and external sources; preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit.

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

Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services.

Support 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;
Sound contributions to knowledge networks and communities of practice.

Ensures maintenance of registry system focusing on achievement of the following results:

Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System
Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files
Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
Preparation of correspondence and reports related to registry activities
Supervision of the Registry support staff
Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff

Ensures provision of effective mail management focusing on achievement of the following results:

Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.
Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for

Ensures cost recovery on Pouch Operations focusing on achievement of the following results:

Proper prorating and billing of user agencies.

Competencies

Corporate competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Highest standards of integrity, discretion and loyalty.

Functional competencies:

Building Strategic Partnerships

Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

Researches best practices and poses new, more effective ways of doing things.

Job knowledge/Technical Expertise

Understand the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

Demonstrate ability to identify problems and proposes solutions.

Design and Implementation of Management Systems

Uses information/databases/other management systems.

Client Orientation

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Responds to client needs promptly.

Promoting Accountability and Results-Based Management

Gather and disseminates information on best practice in accountability and results-based management systems.

Required Skills and Experience

Education:

Completion of Secondary Education;
Certification in administration desirable.

Experience:

5 years of relevant experience in administration or programme support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.

Language Requirements:

Fluency in French, spoken and written;
Good knowledge of English.