Administrative and Finance Clerk

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 projects staff in the CO and other UN agencies staff to ensure consistent service delivery.

Project reference: Public and Private Finance for Development project (Slovak Republic – UNDP Partnership)

The project Public and Private Finance for Development supports the Slovak official development assistance (Slovak ODA) with following outputs (1) National public finance capacities in partner countries enhanced and strengthened through effective provision of the Slovak knowledge and experience (Public Finance for Development Programme); (2) Capacities of the Slovak private sector to participate in development cooperation enhanced (Private Sector in Development Cooperation Programme) and (3) Capacities of Ministry of Finance of the Slovak Republic officials enhanced (MF SR Capacity Building Programme).

Under the guidance and supervision of the MF SR Secondee to UNDP, the Administrative and Finance Clerk provides support to administrative and finance services related to output 2 – Private Sector in Development Cooperation Programme and output 3 - MF SR Capacity Building Programme, ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative and Finance Clerk promotes a client, quality and results-oriented approach.

The Administrative Clerk works in close collaboration with the rest of the Project Team, Programme Assistants as well as Operations and other Programme staff in UNDP RSC Istanbul; and Operations, Programme and Project staff in UNDP Country Offices to ensure consistent service delivery.

Summary of Key Functions:

• Implementation of operational strategies
• Provision of administrative and logistical support
• Provision of finance support
• Support to knowledge building and knowledge sharing

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.
• Exchange of information with respective IRH units on updates of rules and policies and related processes.
• Provision of inputs to preparation of results-oriented work plans.

Provides administrative and logistical support, including in cooperation with COs, focusing on achievement of the following results:

• Arrangement of travel, preparation of travel authorizations, support by processing requests for visas, security clearances.
• Administrative support to organization of missions, conferences, workshops, study visits.
• Review, editing and formatting of project documents and reports.
• Cooperation on Project Board meetings preparation, meeting minutes.
• Exchange of information with contractors and external partners related to project administration issues and the project office operations.
• Maintenance of the project office filling system, opening of new subject files as required and disposal of old files in accordance with respective policies.
• Preparation of routine correspondence, drafting of reports and meeting minutes.
• Extracting, inputting, copying and filing data from various sources.
• Support to Project PR consultant.
• Other similar tasks as per supervisor’s instructions.

Provides finance support, focusing on achievement of the following results:

• Contribution to preparation of project budget/budget revisions, work plans, regular progress reports and financial reports.
• Data and information collection and analytics for internal UNDP reporting.
• Project expenses monitoring and encumbrances and verification of data from Combine Delivery Reports.
• Entries in Finance Module of the UNDP’s corporate management information system ATLAS for budgeting purposes, payments and other pertinent information and entries to Project Management Module as per instructions.
• Design and preparation of summary project financial reports.
• Other similar tasks as per supervisor’s instructions. 

Provides support to knowledge building and knowledge sharing focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration and finance.
• Support to the work of a project communication and visibility consultant 

Impact of Results

The key results have an impact on the execution of the project office administrative/logistical and financial services in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the project office in the provision of administrative/logistical/financial services.

Core

Innovation

• Ability to make new and useful ideas work

People Management

• Ability to improve performance and satisfaction

Communication

• Ability to listen, adapt, persuade and transform

Delivery

• Ability to get things done

Technical/Functional

Operational Effectiveness

• 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 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, as required,
• Ability to organize and complete multiple tasks by establishing priorities,
• Ability to pay attention to detail.

Managing Data

• Data collection and data analyses,
• Data interpretation.

Managing Documents, Correspondence and Reports

• Creates, edits and presents information (queries, reports, documents) in 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,
• 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

Education:

• Secondary education preferably supplemented by courses related to the area of assignment. 

OR

• Bachelor’s degree in Business or Public Administration, Social Sciences or relevant field

Experience:

• Secondary education with 3 years of relevant administrative/finance experience.

OR

• Bachelor’s degree in Business or Public Administration, Social Sciences or relevant field
• 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 English and Slovak language

Important applicant information

All posts in the SC 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.  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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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