UNDP Jobs - 47385- Administrative Clerk - (Open to Egyptian Nationals

Administrative Clerk - (Open to Egyptian Nationals only)

Location :

Cairo, EGYPT

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

02-Jul-14 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

1 Year

Languages Required :

Arabic English

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

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 projects staff in the CO and other UN agencies staff to ensure consistent service delivery.

Duties and Responsibilities

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;
Assist the General Services Unit in tracking and updating the administrative team results-oriented work plans.

Supports E-Procurement processes for CO, and at the request of other Agencies focusing on achievement of the following results:

Ability to develop, maintain and update a supplies data base/roster for procurement services and track number of purchase orders and value of contract awards and catalogue sources;
Support to implementation of E-procurement processes including preparation of RFQ, ITB or RFP documents, receipt of quotations, bids or proposals;
Maintenance of the filing system in the E-procurement process;
Assistance in prioritizing E-procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate/Assistant. Tracking of all E-procurement processes up to delivery, acceptance and payment Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met.
Vendor creation in Atlas;
Compilation of information for preparation of cost-recovery bills for E-procurement services.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Collection of information on assets management, maintenance of records and files on assets management.
Maintenance of files and records relevant to office maintenance;
Back stop register and mail services;
Assist with the preparation of request to Ministry of Foreign Affairs (MOFA).

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

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;
Support the preparation of documentation necessary for visas resident permits and diplomatic identification card for international staff;
Responsible for cost recovery bills in ATLAS for the travel services provided by UNDP to other agencies;
Support the Maintenance of files in Administrative Unit.

Competencies

Functional Competencies:

Operational effectiveness:

Ability to perform a variety of repetitive and routine tasks and duties related to general administration support ;
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:

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 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.

Core Competencies:

Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge; management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Required Skills and Experience

Education:

Secondary Education.

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 systems, e-mails and data base development.

Language:

Fluency in English and Arabic.