Administrative Clerk

  • Added Date: Monday, 03 October 2022
  • Deadline Date: Sunday, 09 October 2022
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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.

Under the guidance and supervision of the Administrative Analyst, 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.

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
  • Provision of inputs to preparation of administrative team results-oriented workplans.
  • Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments.ย 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 Baghdad Office;
  • Ensures provision of reliable and safe driving services by driving office vehicles (both non-armored and armored) for the transport of UNDP, Iraq staff and visitors as and when required;
  • Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
  • Collection of information on assets management, maintenance of records and files on assets management;
  • Maintenance of files and records relevant to office maintenance.
  • Participation in the training for the operations/projects staff on administration;
  • Contributions to knowledge networks and communities of practice.
  • Plans and monitors own work, pays attention to details, delivers quality work by deadline.
  • Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
  • Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
  • Adapts to change, constructively handles ambiguity/uncertainty, is flexible.ย 
  • Shows drive and motivation, able to deliver calmly in face of adversity, confident.
  • Demonstrates compassion/understanding towards others, forms positive relationships.
  • Appreciate/respect differences, aware of unconscious bias, confront discrimination.ย 

Cross-Functional & Technical competenciesย 

Documents and records management

  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
  • Ability to perform business case analysis to enter into an agreement with owners, governments and sister UN agencies, collect leasehold data for each location and maintain the global premises database; administer RFA.
  • Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data.
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
  • Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.
  • Ability\ to respond timely\ and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs;
  • Provide inputs to the development of customer service strategy;
  • Look for ways to add Value beyond clients' immediate requests;
  • Ability\ to anticipate client's upcoming needs and concerns.

Education

  • Secondary education. University Degree in Business or Public Administration desirable, but it is not a requirement.

Knowledge, Experience and Skill:

  • Minimum 4 years (with Secondary education) or 1 year (with a Bachelor's degree) of relevant administrative experience;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in handling of web-based management systems is a strong asset;
  • Experience working with the UN/UNDP or other international organizations is desirable;
  • Experience in UN/UNDP administrative, logistics, events management procedures is desirable.

Language Requirements:

  • Fluency in both English and Arabic is required.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.ย  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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Contract Duration: 1 Year with possibility for extension

This vacancy is archived.

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