Management Clerk

Location : Tokyo, JAPAN
Application Deadline :07-Apr-15 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-4
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :One year with possible extension


Under the direct supervision of the Director and Deputy Director and the overall guidance of the Operations Associate, the Management Clerk provides operations services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.

The Management Clerk demonstrates a client-oriented approach and an ability to work with people of different national and cultural backgrounds.

The Management Clerk works in close collaboration with Directorate, PR unit and Operations unit to ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:

  • Support to office maintenance and overall office management/operations;
  • Support to office procurement process;
  • Support to implementation of ICT systems and effective functioning of the hardware and software packages;
  • Support to knowledge building and knowledge sharing.

Supports office maintenance and overall office management/operations, focusing on achievement of the following results:

  • Maintenance of the office space and the basement;
  • Maintenance of the office filing system;
  • First contact point for daily visits by external parties;
  • Supporting the Operations Associate in the implementation of HR policies and strategies when required;
  • Support to office activities including arrangements for conferences, workshops, retreats, and meetings;
  • Receipts, registration and forwarding of incoming faxes, letters and other correspondence to proper staff;
  • Other duties as assigned by the Director and Deputy Director.

Supports procurement processes for the office, focusing on achievement of the following results:

  • Support to implementation of procurement processes including preparation of procurement documents, and receipt of quotations, bids or proposals;
  • Vendor creation in Atlas;
  • Support in the inventory and asset management process for the office.

Supports implementation of ICT management systems and strategies, and ensures effective functioning of the hardware and software packages, focusing on achievement of the following results:

  • Compliance with corporate information management and technology standards, guidelines and procedures for the office technology environment;
  • Support to the installation of commercial and in-house developed software and related upgrades;
  • Provision of ICT support and business solutions to promote efficiency by keeping close communication channels with UNDP HQ and the relevant vendors.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Participation in the training for the operations staff on office management/operations, procurement and ICT;
  • Contributions to knowledge networks and communities of practice.


Operational Effectiveness

  • Ability to perform a variety of repetitive and routine tasks ad duties related to general administrative support and ICT;
  • 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.

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 formatssuch 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.

Required Skills and Experience


  • Secondary education;
  • Specialized training in procurement desirable but not required;
  • Specialized training on IT systems, business software (Microsoft Office) and web-based applications desirable but not required.


  • 4 years of relevant administrative/operations work experience (e.g. administration, procurement and IT support services);
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), and experience in handling of web based management systems;
  • Experience in IT support in international organizations would be an asset.

Language Requirements:

  • Fluency in English and Japanese.


  • All the applications should be submitted online;
  • All the applicants are required to submit a completed/signed P-11 form (UN Personal History Form) with a cover letter in Japanese (A4, one page) explaining the qualification and experience they can bring to the post.  Please upload a P-11 form with a cover letter.   (The link to a P-11 form is here.);
  • Only short-listed applicants will be contacted.

Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document.

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.

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© 2016 United Nations Development Programme