Background

Under the supervision of the Human Resources Associate and the Operations Manager, the HR/BCP Clerk provides clerical services in the HR Unit and Operations Department ensuring high quality of work, accurate, timely and properly recorded/documented service delivery, in order to obtain the optimum services. He/she will make sure to follow rules and guidelines regarding HR and BCP, under the guidance of his/her supervisors. The HR/BCP Clerk promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of the assigned services. He/she will update, on a regular basis, the vital records of the UNDP Country Office.

Duties and Responsibilities

1.         Support to the implementation of HR strategies and services focusing on achievement of the following results:

  • Provide support with the drafting of contracts (SCs and ICs);
  • Provide support with the CO staffing table and CO rosters;
  • Provide support with collection of background information/ documents for submissions to the Local Compliance Review Panel (CRP);
  • Prepare routine correspondence, faxes, memoranda and reports in accordance with CO procedures;
  • Assist with extracting, inputting, copying and filing data from various sources;
  • Register cost-recovery bills in local Intranet for HR services provided by UNDP to other Agencies;
  • Arrange security clearance when required;
  • Assist with the processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff;
  • Prepare various requests for direct payments;
  • Maintain proper filing system for HR records and documents;

2.   Provides support to the conduct of UN- and UNDP-related surveys focusing on achievement of the following results:

  • Collection, copying, filing data for comprehensive and interim local salary, support to LSSC, hardship and place-to-place surveys.

3.   Supports Business Continuity Plan by maintaining the Country Office vital files, records, and database. UNDP Albania vital records are electronic and hard copies of procedures, regulations, contracts etc.

  • Identify and update, on regular basis, BCP vital records in electronic and other formatting;
  • Maintain the working records and documents of UNDP Albania;
  • Maintain and digitalize the legal, financial and administrative records;
  • Maintain and digitalize the personnel files;
  • Maintain and digitalize the contracts;
  • Maintain and digitalize the donor contribution files and agreements;
  • Assign document/file numbers to all relevant documents following UNDP filing system and standards;
  • Assist in the inventory of all files maintained by Operations/Programme Units, to ensure that the content is relevant to the subject file and up-to-date;
  • Ensure qualitative scanning of all documents and proper electronic filing in the shared drive;
  • Inform the relevant units on the links for the uploaded documents.

4.   Perform other duties as required.

Competencies

Operational Effectiveness

  • Ability to perform a variety of repetitive and routine tasks and duties related to human resources
  • 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
  • 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
  • Shows sound grasp of grammar, spelling and structure in the required language
  • 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, coordinates 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:

  • University degree in Business Administration, Public Administration; Economics or related fields preferred;

Experience:

  • At least 2 years of experience in administration.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in handling of web-based management systems.

Language requirement:

  • Fluency in English and Albanian languages.

Application Procedure:

Qualified candidates are requested to apply online via UNDP Albania website. Applications should contain:

  • Cover letter stating your interest in and qualifications for the advertised position. Please paste the letter into the "Resume and Motivation" section of the electronic application.
  • Filled UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs); blank form - Download here. Please upload the P11 instead of your CV.

Interested applicants are advised to carefully study all sections of this ToRs and ensure that they meet the general requirements as well as specific qualifications described. Incomplete applications will not be considered. Please make sure you have provided all requested materials.

Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.

How to Submit the Application:

To submit your application online, please follow the steps below:

  • Download and complete the UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs) - Download here;
  • Merge your UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs) and cover letter into a single file. The system does not allow for more than one attachment to be uploaded;
  • Click on the Job Title (job vacancy announcement); Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;”
  • Upload your application/single file as indicated above with the merged documents (underlined above);
  • You will receive an automatic response to your email confirming receipt of your application by the system.

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.