Administrative Clerk

• Implementation of operational strategies
• Administrative and logistical support 
• Effective communication and information flow
• Support knowledge building and knowledge sharing 

• Full compliance of administrative activities with UNDP/UN rules, regulations, policies and strategies;
• Complete adherence to communication guidelines of the JCMC and ICRRP when corresponding with government and external partners;
• •Provision of inputs to preparation of results-oriented work-plans of the ICRRP team at the JCMC;

• Maintain overview of JCMC administrative needs from the Project and plan for timely completion of tasks, track progress, and pro-actively take necessary actions for completion of tasks;
• Provide support to JCMC conferences, meetings, training, workshops and travel/study visits in an efficient manner to the satisfaction of JCMC, ICRRP and participating officials;
• Screen all incoming communications, filter outgoing correspondence for supervisor’s signatures, clearance and action by other staff; wherever required;
• Support to ICRRP and JCMC staff members, consultants, and JCMC international partners and service providers in processing requests for visas, identity cards and other documents in accordance with requirements of the JCMC and the ICRRP;
• Organize shipments, customs clearance arrangements, preparation of documents for JCMC related shipments
• (received/sent), under the Project.  Prepare all necessary documentation, implement follow-up actions and draft correspondence related to shipments/customs clearance;
• Act as administrative interface between the JCMC and ICRRP Project Management to ensure that necessary administrative documentation is submitted in a timely and satisfactory manner;
• Serve as the administrative interface between the Coordination Specialist, JCMC, the Component Lead and other partners, including consultants or companies that provide services to the ICRRP or the JCMC;

• Coordinate information flow from the JCMC to ICRRP and vice a versa to facilitate timely identification of priorities and their redressal;
• Maintain documentation and important correspondence by creating a paper based and electronic filing system to ensure that necessary information is archived and available as required;
• Draft routine correspondence, reports, and minutes of meetings when requested;
• Collect necessary information from JCMC colleagues and share with the Component Lead for preparation of project progress reports as per prescribed template;
• Assist the Programme Implementation and Operations Officer of the ICRRP in preparing periodical expense reports of the activities related to JCMC support; 

• Participation in the training for operations/projects staff on administration.
• Contributions to knowledge networks and communities of practice.

• 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 possibly 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, ATLAS, as required
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
• Interprets data, draws conclusions and/or identifies patterns which support the work of others

• Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and 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 using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
• 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

• 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
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.

• High school 

• A Minimum of 4 years of progressively responsible secretarial, administrative, Programme experience is required with high school or
• A minimum of 1 year of relevant work experience with bachelor’s degree
• Experience in the use of computers and office software packages (MS Word, Excel, etc.)
• Experience in secretarial, administrative, financial support to projects, preferably in the UN system is desirable
• Experience in client support, preferably with a government department in Iraq is an asset
• Experience in computers, software and web-based applications

• Fluency in Arabic and English essential. Knowledge of Kurdish an asset.  

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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