Antecedentes

Under the overall guidance of the Programme Analyst/Programme Associate, the Programme Clerk provides programme support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.

The Programme Clerk works in close collaboration with the Management Support and Business Development, Operations, Programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.

Deberes y responsabilidades

 Summary of Key Functions:

• Support to CO  Programme;
• Support to knowledge building and knowledge sharing.

 Provides effective support to the CO programme focusing on achievement of the following results:

• Collection and presentation of background information on CO programme;
• Provision of inputs to preparation of the team results-oriented workplans;
• Presentation of information/ documentation for audit of NEX projects;
• Administrative support to organization of conferences, workshops, retreats and other events;
• 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 the Programme Unit/ hardcopy and electronic filing of all supporting documentation, project documents;
• Assistance in proper control of the supporting documents for payments and financial reports for NEX projects.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

•  Participation in the trainings for the operations/ projects staff on programme;
• Contributions to knowledge networks and communities of practice.

Impact of Results:

• Accurate data entry and financial information have an impact on the quality and implementation of the UNDP programme.

Competencias

Functional Competencies:

Operational Effectiveness:

• Ability to perform a variety of repetitive and routine tasks and duties related to programme 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 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;
• 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.

Corporate Competencies:

• Demonstrate integrity by modeling values and UN ethics standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

Habilidades y experiencia requeridas

Education:

• Secondary education;
• University degree in Business Administration, Public Administration or related areas desirable, but it is not a requirement.

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 system.

Language:

• Fluency in Spanish and English.

Note:

All applications must include (as an attachment) the completed UNDP Personal History Form (P.11) which can be downloaded from the job section at http://www.regionalcentrelac-undp.org.

Please note that the system will only allow one attachment. Applications without the completed P.11 form will be treated as incomplete and will not be considered for further assessment.

Only short-listed qualified candidates will receive an acknowledgement.