Antecedentes

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.

Deberes y responsabilidades

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.

Competencias

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.

Habilidades y experiencia requeridas

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.