UNDP Jobs - 59831- Admin Clerk

Admin Clerk

Location :

Port Moresbt, PAPUA NEW GUINEA

Type of Contract :

FTA Local

Starting Date :

01-Dec-2015

Application Deadline :

02-Oct-15 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

1 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

Under the guidance and supervision of the ARR - O and direct supervisor, the Driver/ Logistics Clerk provides reliable and safe driving services to UNDP RR/ UN RC, DRR and other high-ranking UN officials and visitors ensuring highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues. The Driver also demonstrates a client-oriented approach, courtesy, tact and ability to work with people of different national and cultural backgrounds. In conjunction with this the Driver/ Logistics Clerk provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Driver/ Logistics Clerk promotes a client, quality and results-oriented approach.

The Driver/ Logistics 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 in the specific area of shipments, insurance, deliveries, customs clearance.

Duties and Responsibilities

Ensures provision of reliable and safe driving services by a) driving office vehicles for the transport of UNDP RR/UN RC, other high-ranking officials and visitors and delivery and collection of mail, documents and other items, and b) meeting official personnel and visitors at the airport including visa and customs formalities arrangement when required.

Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.

Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle.

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

Receipt 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, drafting correspondence related to shipments/customs clearance;
Arrangement of travel and hotel reservations for Senior Management, preparation of travel authorizations;
Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
Administrative support to organization of conferences, workshops, retreats;
Collection of information for DSA, travel agencies and other administrative surveys;
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP;
Extracting, inputting, copying and filing data from various sources;
Maintenance of files in Administrative Unit;
Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.

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 Logistics;
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;
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;
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;
Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair (for Drivers);
Demonstrates excellent knowledge of protocol (for Drivers);
Demonstrates excellent knowledge of security issues (for Drivers).

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;
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, Valid Driver’s license.

Experience:

4 years of relevant Driving and Logistical/Clerical experience;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems. 4 work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.

Language:

Fluency in written and verbal English.