Location: Port-au-Prince, Haiti
Deadline: Wednesday, 31 July 2013
Description
Additional Category: Management
Type of Contract : FTA Local
Post Level : GS-5
Languages Required : French
Background
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 Project staff in the Country Office and other UN agencies staff to ensure consistent service delivery.
Duties and Responsibilities
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.
Ensures effective and efficient functioning of the unit (DRR's office/operations unit/administrative unit), focusing on achievement of the following results:
- Contact with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
- Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
- Translation of simple correspondences, when needed.
Ensure effective administrative and logistical support, focusing on achievement of the following results:
- Organization 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;
- Performance of a Buyer roe in Atlas and preparation of Pos for travel activities;
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of Pos;
- Arrangement of travel and hotel reservations,, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
- Administrative support to conferences, workshops, retreats;
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of commons services;
- Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
- Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
- Maintenance of filing system data from internal and external sources; preparation of statistical charts, tables and reports;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
- Assistance in the preparation of budget, provision of information for audit.
Provides support to office maintenance and assets management, focusing on achievement of the following results:
- Maintenance of records on assets management, preparation of reports;
- Maintenance of files and records relevant to office maintenance;
- Provision of support to maintenance of common premises and common services.
Support 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;
- Sound contributions to knowledge networks and communities of practice.
Competencies
Corporate competencies- Demonstrates commitment to UNDP's mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Highest standards of integrity, discretion and loyalty.
Core competencies
Building Strategic Partnerships
- Analyzes general information and selects materials in support of partnership building initiatives.
Promoting Organizational Learning and Knowledge Sharing
- Researches best practices and poses new, more effective ways of doing things.
Job knowledge/Technical Expertise
- Understand the main processes and methods of work regarding to the position;
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
- Demonstrates good knowledge of information technology and applies it in work assignments.
Promoting Organizational Change and Development
- Demonstrate ability to identify problems and proposes solutions.
Design and Implementation of Management Systems
- Uses information/databases/other management systems.
Client Orientation
- Reports to internal and external clients in a timely and appropriate fashion;
- Organizes and prioritizes work schedule to meet client needs and deadlines;
- Responds to client needs promptly.
Promoting Accountability and Results-Based Management
- Gather and disseminates information on best practice in accountability and results-based management systems.
Required Skills and Experience
Education:
- Completion of Secondary Education. Certification in administration desirable.
Experience:
- 5 years of relevant experience in administration or programme support service;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in handling of web-based management systems.
Language Requirements:
- Fluency in French, spoken and written;
- Good knowledge of English.
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.
0 comments:
Post a Comment