Office Support Clerk
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Location:
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Salary:negotiable / YEAR
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Job type:CONTRACTOR
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Posted:6 days ago
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Category:Administration
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Deadline:24/09/2024
JOB DESCRIPTION
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
The Merged Areas Governance Programme (MAGP), under the Democratic Governance Unit, is a comprehensive governance initiative that focuses on technical assistance and implementation support to the Government of Khyber Pakhtunkhwa (GoKP) in three main areas: (1) accelerated development with an emphasis on the delivery of basic services; (2) border governance and connectivity; and (3) support to local governance. The overall objective of the Programme is to enhance the capacity of the GoKP to successfully integrate the Merged Areas and strengthen border governance and cross-border connectivity by extending laws, policies, and strategies; planning, designing, and delivering development initiatives; and implementing inclusive local government systems. An emphasis will be placed on inclusive development, to ensure that marginalised population groups benefit from development in the MAs, as well as on disaster-risk reduction and improved risk management, to help prevent, mitigate and/or address the effects of climate change and other risks.
Duties and Responsibilities
The Office Support Clerk will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames:
- Administrative and logistical support, focusing on achievement of the following results:
- Ensure full compliance of MAGP administrative activities with UNDP rules, regulations, policies and strategies;
- Provide administrative and logistical support in preparing meetings, workshops, seminars, conferences, and other events.
- Assist with obtaining security clearance for visitors and third-party personnel
- Arrange travel and hotel reservations for the MAGP personnel and government counterparts;
- Support project personnel in raising their travel plans and requests in the Quantum travel module;
- Monitor the dashboard for pending travel forms (F-10) and follow up with the project personnel to provide the required documents;
- Support procurement of goods and services using a micropurchase modality in compliance with the established UNDP procurement policies and SOPs;
- Assist the onboarding of newly hired project employees in coordination with HR unit (support with creating vendor ID, applying for Quantum access, etc.);
- Support receipt of shipments and preparation of documents for the clearance of shipments;
- Undertake administrative project-related tasks such as extracting, inputting, copying, scanning, faxing, mailing, photocopying, translating, and filing data from various sources in UNDP SharePoint.
- Arrange tea/coffee or refreshments for guests/visitors to the project and programme unit meetings as appropriate;
- Check vehicle logs and prepare the summary of travel reports;
- Liaise with the LTA vendors for the provision of goods and services (travel, events, etc.);
- Prepare the MAGP personnel attendance sheet and facilitate in overtime claims submission.T
- Support in finance-related activities, focusing on the achievement of the following results:
- Assist in preparation of the supporting documents for payment invoices and proper document management, including systematic archiving in UNDP SharePoint;
- Compile and route documents for PO and Non-PO based payments to obtain the relevant approvals;
- Share the approved requests for payments with the UNDP CO Finance Unit for disbursement;
- Update the status of payments for deliverables in the contract deliverable tracker.
- Support to office maintenance and assets management, focusing on the achievement of the following results:
- Collect information on assets management, maintenance of records and files on assets management;
- Maintain office stationery, stock maintenance, distribution and record keeping;
- Maintain files and records relevant to office maintenance.
- Support to MAGP knowledge building and knowledge sharing, focusing on the achievement of the following results:
- Maintain archives of letters and documents, making sure files are properly stored, registered and accessible;
- Support file and record maintenance of the MAGP;
- Upload relevant project files and documentation to UNDP SharePoint.
5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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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 |
Cross-functional & Technical competencies
| Thematic Area | Name | Definition |
| Administration & Operations | Documents and records management | Overall document (hard or electronic) management; registry and retention policy including storing and archiving |
| Administration & Operations | Inventory management | 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. |
| Administration & Operations | Events management (including retreats, trainings and meetings) | Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. |
| Administration & Operations | Travel contract management | Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts |
| Administration & Operations
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UN travel documents | Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement |
| Procurement | Procurement Management | . Advertisement
The ability to acquire goods, services or works from an outside external source
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| Business Management | Customer Satisfaction/Client Management | Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill 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. |
6. Minimum qualifications of the successful candidate
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| Min. Education requirements | Secondary education (High School) is required. OR
University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. |
| Min. years of relevant work experience | Minimum of 3 years (with higher secondary education) of experience in administrative support is required. |
| Required skills | Proven experience in good organizational and time management Experience in building strong relationships with clients and external actors. |
| Desired skills in addition to the competencies covered in the Competencies section |
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| Required Language(s) | Fluency in English and Urdu/or Pashto is required. |
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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