Background
Under the guidance and supervision of the Local Service Centre Administrative Analyst – Team Leader, the Admin Clerk provides telephone communication and general reception and information services ensuring high quality and accuracy of work. The Admin Clerk promotes a client, quality and results-oriented approach, reliable registry services and ability to work with people of different national and cultural backgrounds. |
Duties and Responsibilities
Ensures the provision of front-desk service and telephone communication services focusing on achievement of the following results:
Ensures maintenance of registry system focusing on achievement of the following results:
Ensures the most updated UN staff and other contacts information focusing on achievement of the following results:
Ensures provision of effective mail management and cost recovery on Pouch Operations focusing on achievement of the following results:
Support knowledge building and knowledge sharing, focusing on achievement of the following results:
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Competencies
Operational Effectiveness:
- Ability to perform a variety of repetitive and routine tasks and duties related to registry
- 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 databases
- 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:
- 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.
Required Skills and Experience
Education:
To qualify for an internship programme with the UNDP, the following conditions must be met:
- (a) be enrolled in a graduate school programme (university degree in Business Administration or equivalent, or higher);
- (b) be enrolled in the final academic year of a first university degree programme (minimum Bachelor's level or equivalent); or
- (c) have graduated with a university degree (as defined above) and, if selected, must commence the internship within a one year period of graduation;
Work Experience:
- Applicants are not required to have professional work experience for participation in the programme;
- Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter; and
• Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views. - Ability to work with computer and office sofware packages (Word, Excel, ect). Be computer literate in standard software. applications;
Languages:
- Proficiency in written and spoken English and siSwati.
Conditions:
- UNDP internship programme does not provide a salary or remuneration for the internship;
- All the expenses connected with the internship will be borne by the intern, sponsoring Government or institution;
- UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship; The intern must provide proof of enrolment in health insurance plan;
- The intern is responsible for obtaining necessary visas and arranging travel to and from the duty station where the internship will be performed;
- Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship.
Special Notice
A completed online application (Cover Note and Personal History Profile) is required. Incomplete applications will not be reviewed.
The Cover Note must include:
- Degree Programme (What are you currently studying?)
- Graduation Date (When will you graduate or when did you graduate from the programme?)
- Explain why you are the best candidate for this specific internship.
- Explain your interest in the United Nations Internship programme.