Intern - Admin Clerk


Location : Mbabane, SWAZILAND
Application Deadline :13-Aug-19 (Midnight New York, USA)
Additional Category :Management
Type of Contract :Internship
Post Level :Intern
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
19-Aug-2019
Duration of Initial Contract :04 months
Expected Duration of Assignment :04 months

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:

  • Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN.
  • Operation and management of the telephone switchboard in accordance with appropriate protocol.
  • Weekly check and test of all lines.
  • Maintenance of recording information in the system. Solution of minor technical problems and reporting to telephone service provider for regular maintenance and repair.
  • Management and planning of the front desk coverage.
  • Assistance in the preparation of cost-recovery bills in Atlas for the administrative services provided by UNDP or LSC to other agencies if requested.

Ensures maintenance of registry system focusing on achievement of the following results:

  • Set up and maintenance of the office filling system.
  • Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
  • Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents.
  • Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files.
  • Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
  • Preparation of correspondence and reports to registry activities
  • Participation in the creation and maintenance of an electronic registry/ archive system in close cooperation with the ICT staff

Ensures the most updated UN staff and other contacts information focusing on achievement of the following results:

  • Collection and update of UN staff information on a monthly basis, ensuring all data and information is correct and accurate
  • Update of the UN telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.?

Ensures provision of effective mail management and cost recovery on Pouch Operations focusing on achievement of the following results:

  • Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.
  • Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
  • Proper prorating and billing of user agencies.

Support knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Participation in training for the operations/projects staff on administration.
  • Sound contributions to knowledge networks and communities of practice.

 


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.


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.


If you are experiencing difficulties with online job applications, please contact erecruit.helpdesk@undp.org.

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