Operations Clerk
Ensure effective and efficient operations in the office
This opening expired 3 years ago.
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Overview
Ensure effective and efficient operations in the office
You have:
- High School Diploma required.
- 2 years experience supporting administrative tasks required.
- Proficient skills in the usage of office package required.
- Fluency in UN and National language of duty station required, English with Spanish as desirable.
- Experience with the UN System or International Agency is an advantage.
Contract
This is a NPSA-3 contract. This kind of contract is known as National Personnel Services Agreement. It is normally only for nationals. It usually requires 3 years of experience, depending on education. More about NPSA-3 contracts.
Background
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 direct supervision of the Operations Analyst, the Operations Clerk ensures effective and efficient functioning of the DRR´s office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
The Operations Clerk works in close collaboration with the Programme and Operations teams in other UNDP offices, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Duties and Responsibilities
Summary of Key Functions:
- Providing support to operations and administration on guaranteeing quality, efficiency and effectiveness for the unit
- Provides administrative and opperation support;
- Assist, efficient procurement and logistical services for UNDP and other UN Agencies,
- Support to preparation actions to UNDP CO audit through establishing folders, filing and monitoring of audit matrix
- Follow-up, on a daily basis, with project and Agencies, to guarantee smooth implementation of administrative and operational activities of the project and Agency request
- Maintain up-to-date files and records for Finance;
- Support with deposits to the bank for vendors and
- Provide logistical support for workshops and other meetings;
- Process project-related travel arrangements for DRR;
- Perform any other tasks assigned by the supervisor. Supporting planning, monitoring and evaluation activities.
- Support the procurement associate with implementing project procurement plans;
- Support the organization of in house meetings;
- Support GST/VAT compilation and submission
- Assist in preparation of PO and non-PO payments
- Administrative support to organization of conferences, workshops, retreats.
- Maintenance of files in Administrative Unit
- Perform any other tasks assigned by the supervisor. The key results will support the efficiency and effectiveness in the implementation of the projects, in accordance with UNDP policies and procedures and donor requirements.
Competencies
Competencies
Core
Achieve Results:
LEVEL 1: Plans and monitors own work, pays
attention to details, delivers quality work by deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks,
is pragmatic problem solver, makes improvements
Learn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:
LEVEL 1: Adapts to change, constructively
handles ambiguity/uncertainty, is flexible
Act with Determination:
LEVEL 1: Shows drive and motivation, able to
deliver calmly in face of adversity, confident
Engage and Partner:
LEVEL 1: Demonstrates
compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Required Skills and Experience
Min. Academic Education
High School Diploma
Min. years of relevant Work experience
2 years experience supporting administrative task
Working with the UN System or International Agency is an advantage
Required skills and competencies
- Proficient skills in the usage in office package
- Builds and promotes effective teams
- Creats and promotes an environment for open communication
- Meets goals and timelines for team deliverables
Desired additional skills and competencies
Experience in office filling and other administrative related activities is an advantage
Required Language(s) (at working level)
Fluency in the UN and National language of the duty station (local Ianguage-English with Spanish as desirable).
Potential interview questions
| Can you describe a time when you had to manage multiple administrative tasks at once? | This question assesses your ability to prioritize and manage time effectively under pressure. | Provide a specific example of how you organized your tasks, maintained quality, and met deadlines. |
| How do you ensure confidentiality while handling sensitive information? | Interviewers want to understand your approach to confidentiality in administrative roles. | Pro members can see the explanation. |
| Describe an experience where you had to work with a team to achieve a common goal. What was your role? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle difficult situations or conflicts in the workplace? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of a logistical challenge you faced and how you overcame it? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 3 years ago
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Updated 1 year ago
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Source:
jobs.undp.org
