Historique

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.
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Devoirs et responsabilités

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;
• Performance of a Buyer roe in Atlas and preparation of Pos for travel activities;
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of Pos;
•  Arrangement of travel and hotel reservations,, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Administrative support to conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of commons services;
• 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 records on assets management, preparation of reports;
• 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.
  

Compétences

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.

Core 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.
  

Qualifications et expériences requises

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.