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Administrative Clerk

Riyadh (Saudi Arabia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Riyadh (Saudi Arabia)
  • Grade: Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-05-13

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Background

As part of the External Relations and Governance Department (ERG), the Global Engagement, Partnership and Resource mobilization (GPR) Division has a specific focus on global engagement, partnerships (including with the private sector, foundations, bilateral and multilateral organizations), and on driving the resource mobilization efforts with traditional and non-traditional donors and partners. Within this framework, the GPR Division addresses three main functions: (i) global engagement and multilateral relations; (ii) South-South and Triangular Cooperation (SSTC); and (iii) replenishment, resource mobilization and advocacy. The Arab and Liaison Office is part of the GPR division with the main functions of nurturing partnership with development agents in the region. 
 
Under the supervision of the Senior Partnership Officer, Arab and Gulf Liaison Office the Administrative Clerk is accountable for operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information. The accountabilities/key results expected are:
 
1.   Operational Support
3.   Secretarial Support
4.   Managerial Functions
 
He/she 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 functions/duties/ key results of this job description are generic and not all duties are carried out by all Administrative Clerks. Some specialized functions can be implemented by Logistics Clerks (shipments, insurance, deliveries, customs clearance).
 

Duties and Responsibilities

In this section list the primary responsibilities of the position (Typically five).  As needed add additional context below the responsibilities.  Tip: Focus on what the job entails not how to do the job. 
 
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
 
Full compliance of administrative activities with IFAD rules, regulations, policies and strategies.
Provision of inputs to preparation of administrative team results-oriented workplans. 
Receive telephone calls and visitors, referring them to the appropriate source or reply to basic inquiries; making travel arrangements;
 
 
2. Provides administrative and logistical support, focusing on achievement of the following results:
 
Arrangement of travel and hotel reservations, preparation of travel authorizations.
Support to 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 
Extracting, inputting, copying and filing data from various sources.
Maintenance of files in Administrative Unit
 
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. 
 
4. Provides support to knowledge building and knowledge sharing in the CO, 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.
 
5. The Administrative Clerk is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies. 
 
6. The key results have an impact on the execution of the CO administrative/logistical 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 office in the provision of administrative/logistical services.
 

Competencies

In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level.  A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx
 
Core
Innovation
Ability to make new and useful ideas workLevel 1: Assesses work with critical eye
 
Leadership
Ability to persuade others to followLevel 1: Takes responsibility for and ensures high quality of own work
 
People Management
Ability to improve performance and satisfactionLevel 1: Understands personal and team roles, responsibilities and objectives
 
Communication
Ability to listen, adapt, persuade and transformLevel 1: Reliably and consistently listens and interprets information and instruction correctly
 
Delivery
Ability to get things done while exercising good judgementLevel 1: Meets goals and timelines for team deliverables
 
Technical/FunctionalDetailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx
 and hiring managers are encouraged to familiarize themselves for more information
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 discrepanciesLevel 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop)
 
MANAGING  DATA  
 
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 basesLevel 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop
 
 MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS 
 
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 softwareLevel 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop
 
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 relationshipsLevel 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop
 

Required Skills and Experience

Education:
Secondary school education is required. 
 
Experience:
-At least three (3) years of general office and/or clerical experience.Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
-Experience in handling of web-based management systems.
 
Language Requirements:
Proficiency in English and Arabic. Working knowledge of other UN language desirable 
Other:Describe any additional qualifications:
•Non-Smoking environment 
 

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

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