Background

Under the guidance and supervision of the Administrative Associate, the Admin Clerk provides clerical support to Deputy Country Director, the Country Director and the RC/RR; provide management of information flow and follow up on deadlines and commitments made. The Admin Clerk promotes a client, quality and results-oriented approach.

The Admin Clerk works in close collaboration with the Management Support and Business Development, Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service deliver

Duties and Responsibilities

Functions/Key Results Expected

All the above deliverables may be required English and Arabic..

Ensures effective and efficient functioning of the DCD office focusing on achievement of the following results:

• Provide support to the Deputy Country Director (DCD) and to the Country Director (CD) in the absence of the assistant to the CD;.
• Provision of front-desk service and telephone communications services;
• Updating UN staff information;
• Perform reception to duties to ensure visitors are guided into the right offices and/or waiting area;
• Assist procurement in contacting suppliers and filing when required.
• Answer the phones and transferred to the right person;
• Receive mails and distribute them / manage newspaper and their circulation;
• Manage the UNDP pouch on a regular basis;
• Manage the UNDP registry mail and distribute the service requests/mail to the concerned personnel/departments
• Manage the stationery / and office supplies;
• Support workshop / activities when required;
• Support management when required on arranging meetings, appointments and filing.
• Monitoring cleaners’ performance and attendance.
• Support to knowledge building and knowledge sharing;.
• Maintenance of protocol procedures;
• Coordinate input for high quality briefing materials for supervisor for appointments, meetings, missions.
• Preparation of informal translations;
• Management of DCD missions and representation schedule;
• Maintenance of rosters of high-level partners, telephone lists;
• Drafting of correspondence, directives, comments on behalf of DCD for his/her signature and making follow-up when required;
• Use of automated office management systems for effective functioning of the DCD office.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office, follow up on circulation files;
• Facilitation of information sharing between UNCT and the UN Coordination Unit;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to DCD;
• Screening of all incoming calls and correspondence;
• Provide input  to eliminate communication bottlenecks -in the office.

• Provide clerical support and assistance to the Deputy Country Director (DCD) and to the Country Director (CD) in the absence of the assistant to the CD.
  
• Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
  

Ensure the management of information flow focusing on achievement of the following results:

• Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP;
• Weekly check and test of all lines;
• Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair;
• Management and planning of the front desk coverage;
• Assistance in the preparation of cost-recovery bills in Atlas for the administrative services provided by UNDP to other agencies if requested.

Ensure the most updated UN staff and other contacts information, focusing on achievement of the following results:

• Collection and update of UN staff information on a monthly basis, ensuring all data and information is correct and accurate;
• Update of the UN House telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in training for the operations/projects staff on administration;
• Sound contributions to knowledge networks and communities of practice;
• Providing support in the organization of trainings.

Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in training for operation/projects staff on administration;
• Sound contributions to knowledge networks and communities of practice;
• Providing support in the organization of trainings.

Impact of Results:

The key results have an impact on the execution of the CO reception and telephone services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of administrative services.

 

Competencies

Functional Competences:

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 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;

• 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;

• 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;

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

• Minimum of Secondary education.

Experience:

• Minimum 1 Year of relevant experience.

Language requirements:

• Fluency in the UN and national language of the duty station

Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications who are short-listed will be contacted.