Senior Administrative Clerk

• Comprehensive review of administrative and finance support needs of the project
• Efficient organization of administrative and financial processes 
• Effective communication with internal and external clients
• Knowledge building and knowledge sharing 

• Maintain full overview of project’s administrative needs and develop plan for timely completion of tasks, track progress and pro-actively take necessary actions to meet deadlines;
• Provide administrative and financial inputs to the ICRRP management concerning the management of Component 1;
• Compile background information about project activities, and share with the Component Lead and ICRRP management as requested; 
• Confirm availability of funds against different result areas of the project prior to processing of contracts, and payment requests;
• Keep track of consultant and sub-contractor deliverables, status of payments and regularly brief the Component Lead about required actions;
• Monitor local developments that could adversely affect the project implementation and alert the component lead for timely action;

• Organize administrative and finance tasks related to project events and processes; e.g. training, workshops, contracts, and travel with maximum accuracy and in timely manner;
• Organize administrative support for project related shipments, customs clearance by preparing necessary documentation, and implementation of follow-up actions;
• Support the procurement process for project activities by preparing or reviewing ToRs and RFPs, as required;
• Perform routine correspondence related to administrative activities and take minutes of meetings when requested;
• Perform any other administrative tasks related to the project implementation;
• Ensure full compliance to UNDP rules, regulations, policies and strategies, while performing the administrative and finance tasks;

• Serve as the administrative/financial interface between the project management and UNDP’s finance, procurement and administration units and prepare necessary documentation for processing of tasks;
• Serve as the administrative interface with the implementing partners, consultants or companies that provide services to the project and brief the Component Lead about any issues that require urgent action;
• Maintain records and communications by using filing and online systems;

• Participate in the training for operations/projects staff on administration.
• Contribute to knowledge networks and communities of practice.
• Brief/debrief staff members and partners related to administrative issues of the Project; 

• Analyses general information and selects materials in support of partnership building initiatives

• Researches best practices and poses new, more effective ways of doing things

• Understands the main processes and methods of work regarding the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments

• Demonstrates ability to identify problems and proposes solutions 

• Uses information/databases/other management systems

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly

• Gathers and disseminates information on best practice in accountability and results-based management systems

• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment 
• Self-development, initiative-taking 
• Acting as a team player and facilitating team work 
• Facilitating and encouraging open communication in the team, communicating effectively 
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

• High School certification. 

• 5 years of relevant experience in administration or programme support service with high school certificate (or)
• 3 years of relevant experience in administration or programme support service with a diploma(or)
• 2 years of relevant experience in administration or programme support service with a bachelor’s degree
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
• Work experience in secretarial, administrative and financial support to projects/programmes, preferably in the UN system
• Experience in computers, softwares and web-based applications

• Fluency in English, Kurdish and Arabic is essential. 

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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