Administrative Clerk

1. 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.
* Provision of inputs to preparation of administrative team results-oriented workplans.
2. 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.
* Arrangement of travel and hotel reservations, preparation of travel authorizations.
* Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
* Administrative support to organization of conferences, workshops, retreats.
* Collection of information for DSA, travel agencies and other administrative surveys.
* Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
* Extracting, inputting, copying and filing data from various sources.
* Maintenance of files in Administrative Unit
* Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
* Support provided to the event management and other tracking systems as required
3. 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.
4. Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

* Participation in the training for the operations/projects staff on administration.
* Contributions to knowledge networks and communities of practice.

Competencies

Operational Effectivenes

* Ability to perform a variety of repetitive and routine tasks and duties related to general administration support
* 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 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
Promoting learning and knowledge management/sharing is the responsibility of each staff member.

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