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Administrative Clerk

Panama (United States of America)

  • Organization: UNDP - United Nations Development Programme
  • Location: Panama (United States of America)
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2019-09-27

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Background

Under the guidance and supervision of the Latin America and the Caribbean Regional Coordination Unit (LAC-RCU) Management and Programme Support Analyst, the Administrative Clerk provides support to administrative services ensuring high quality of work, accuracy, and 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 project staff in the LAC-RCU, UNDP-GEF Headquarters, and other UN agencies staff to ensure consistent service delivery.
 
 
 

Duties and Responsibilities

Summary of Key Functions:
  • Implementation of operational strategies;
  • Provision of administrative and logistical support;
  • Provision of support to office maintenance and assets management;
  • Support to knowledge building and knowledge sharing.
 
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
  • Full compliance of administrative activities with UN/UNDP and UNDP-GEF rules, regulations, policies and strategies;
  • Provision of inputs to preparation of administrative team results-oriented workplans.
2. Provides administrative and logistical support, focusing on achievement of the following results:
  • Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP and UNDP-GEF shipments (received/sent), and arrangements for shipments.  Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
  • Arrangement of LAC-RCU staff members’ travel and hotel reservations, and preparation of travel authorizations;
  • Support to RCU staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
  • Administrative support to organization of conferences, workshops, retreats;
  • Collection of information for DSA, travel agencies and other administrative surveys.
  • Preparation of routine correspondence, faxes, memoranda and reports in accordance with Regional Hub SOP;
  • Extracting, inputting, copying and filing data from various sources;
  • Maintenance of files in Administrative Unit;
  • Provide other administrative and logistical support and tasks as requested.
 
3.  Provides support to office maintenance and assets management, focusing on achievement of the following results:
  • Collection of information on assets management, maintenance of records, and files on assets management;
  • Maintenance of files and records relevant to office maintenance; 
  • Assist in the quoting and order of office supplies, equipment, and furniture;
  • Support the maintenance of the equipment and furniture, including assistance liaising with the IT Unit and related personnel;
  • Provide office maintenance and assets management support and tasks as requested.
 
4. Provides support to knowledge building and knowledge sharing in the LAC-RCU, focusing on achievement of the following results:
  • Participation in the training for the operations/projects staff on administration;
  • Contributions to knowledge networks and communities of practice.
 
 

Competencies

CORE
 
Innovation
Ability to make new and useful ideas work.
 
Leadership
Ability to persuade others to follow.
 
People Management
Ability to improve performance and satisfaction.
 
Communication
Ability to listen, adapt, persuade and transform.
 
Delivery
Ability to get things done while exercising good judgement.
 
Knowledge Management
Ability to capture, develop, share and effectively use information and knowledge.
 
Event, Meeting, and Workshop Facilitation
Ability to plan and organize events.
 
Quality Assurance
Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled.
 
Office Administration
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
 
Operational Efficiency
Ability to identify and execute opportunities to improve operational efficiency.
 
Communication
Ability to effectively communicate intensions and requirements to internal and external stakeholders
 
 
 

Required Skills and Experience

Education:
  • Secondary education, preferably with specialized certification in Business or Public Administration, with at least 4 years of relevant experience; or
  • Bachelor‘s Degree in Business, Public Administration, Economics, Political Sciences, Social Sciences, or related field with at least 1 year of relevant experience.
Experience:
  • 1 - 4 years of relevant administrative experience;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.); 
  • Experience in handling of web-based management systems would be an asset;
  • Knowledge of Atlas or other ERP system a strong asset.
 
Language Requirements:
  • Fluency in English and Spanish, both written and verbal.  
 
 

Disclaimer

Important applicant information

All posts in the GS 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.

Scam warning

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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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