Background

Under the guidance and supervision of the Operations Manager, the Administrative Clerk provides support to administrative services ensuring high quality of work, accurate, timely and properly recorded/documented service delivery and telephone communication and general reception services. The Administrative Clerk promotes a client, quality and results-oriented approach.

The Administrative 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.

Duties and Responsibilities

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to preparation of administrative team results-oriented work plans;
• Contributions to knowledge networks and communities of practice.

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

• Arrangement for travel, fellowship and hotel reservations and preparation of requisitions and purchase orders   in  Atlas as applicable;
• Administrative support to organization of conferences, workshops, retreats;
• 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;
• Collection of information for DSA, travel agencies and other administrative surveys;
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
• Maintenance of files in Administrative Unit;
• Effective daily management of mail (incoming and outgoing); incoming registry e-mail, fax management and administration of pouch system;
• 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/duty exemption;
• Support with dispatching of publication.

Supervises UNDP drivers and provides support to office maintenance, focusing on achievement of the following results:

• Supervise the assignment of the UNDP drivers, and oversee the transport of office vehicle fleet of 2 vehicles(vehicle movements, certify daily basis logbooks recorded by the drivers and prepare overtime sheet submitted by drivers) working closely with the Operations Manager and the Finance Unit;
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans;
• Maintenance of the archives, documentation and other records;
• Support the Operations Manager with follow ups to building management and facilities providers for smooth   operations of office facilities;
• Manage office stationery and supplies: establishing and implementation of proper mechanism for stock keeping (ensure bi-annual inventory), purchase and distribution.

Ensure the provision of front-desk and telephone communication services focusing on achievement of the following results:

• Receive, screen, announce and direct visitors to concerned staff member;
• Operate the PABX;
• Screen and direct all incoming calls and attend to inquiries from incoming calls;
• Dial international official telephone calls;
• Preparation of cost-recovery table for the service provided to UN Agencies and the reimbursement for private calls.

Competencies

Core 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.

Functional competencies:

Operational Effectiveness

• Ability to perform a variety of repetitive and routine tasks and duties related to general administration 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.

• 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

• Secondary education – School Certificate.

• 4 years of relevant administrative experience;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirements:            

• Fluency in English and knowledge in French and Mauritian Creole.

 Mode of Application:

• Interested and qualified candidates should apply on-line through UNDP jobs website: http://jobs.undp.org;.
• Please ensure that you upload a Personal History Form – P11 (available at http://un.intnet.mu) and your CV as one attachment in the relevant field of the on-line application;
• You are required to provide the exact titles of your degrees/qualifications (as per certificates) in the Personal History Form and CV;
• Incomplete applications or applications received after the closing date will not be given consideration;
• Please note that only short-listed candidates will be contacted; 
• Female candidates are highly encouraged to apply.

Attention to all applicants:

As part of the application submission process, candidates must submit and upload the Personal History Form – P11 (available at http://un.intnet.mu) and a CV as one attachment in the relevant field of the on-line application).

UNDP reserves the right not to make any appointment following this advertisement.