Administrative Clerk
Undp
Amman, Jordan
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Background and Organizational Context
UNDP’s Country Programme supports Jordan’s efforts in further developing a more inclusive and resilient nation to deliver on national priorities and commitments to the 2030 Agenda. The Jordan Country Office Programme is focused on the following Unit Priorities: Inclusive Growth and Sustainable Livelihoods, Environment, Renewable Energy and Climate change, SDG impact, Governance and Peace (including PVE and Social Cohesion).
The Country Office is trying to address the main development challenges, mainly the shortage of water and energy resources, climate change, desertification, poverty, and unemployment, weak Financial Literacy, weak women`s contribution to the labor market and in decision-making positions, weak youth empowerment, high refugees’ presence within host communities, weak decentralized government, violent extremism, weak institutional capacities at national and local levels, data availability challenges.
The new 2023-2027 Country Programme Document (CPD) takes a Portfolio approach toward a more responsive and impactful programme. The CPD identified 3 portfolios: Prosperous and Productive people, Green and Safe future pathways, and Holistic and transformative systems and capacities.
The Country Office has undertaken a Portfolio Initiation exercise (PIF) as a learning experience towards establishing portfolios and moving into the design of a new proposition that cuts across existing CO teams. The PIF is aimed at addressing the inconsistency between the Strategic Plan’s stated intent of “moving to portfolios” and the current practice driven by a projectized logic (and UNDP’s business model driven by that logic).
The CO has 51 categorized projects, ideas, and prototypes, of which 15 projects cover Prosperous and Productive people, and 21 cover Green and Safe future pathways, contributing to 70% of the CO Programme.
UNDP Jordan’s shift to portfolios is seen as a continuum; in other words, the CO will continue to deliver projects, but will increasingly plan, align & manage them as portfolios. The portfolio way of working allows UNDP to position itself as a go-to partner for developing new value propositions that are coherent with the scale & scope of complex, systemic issues.
Position Purpose
Under the guidance and supervision of the Administrative Analyst, the Administrative Clerk provides support to administrative services ensuring high quality of work, and 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 exchange information and ensure consistent service delivery.
The Administrative Clerk works in close collaboration with the Operations and Programme staff in the UNDP Jordan to exchange information and ensure consistent service delivery
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
1.) Support implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.
- Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Provide inputs to preparation of administrative team results-oriented workplans.
2.) Effective Implementation of the Travel and Events (T&E) Dashboard & Travel Management
- Coordinate all travel-related matters with the travel agent. Oversee the administration of all official Mission travel, calculation of airfare, terminal expenses, daily subsistence allowance DSA for staff traveling on missions, etc.
- Provides guidance to the staff in relation to the travel request, travel claim submission, or creation.
3.) Provide support for effective administrative and financial control in the Country Office.
- Extract, input, copy and file data from various sources.
- Review travel authorizations, documentation, and follow up on payments for vendors.
- Support the implementation of the cost recovery process. Prepare the invoices and support in submission of the cost recovery on the service portal.
- Review and verify documents on supplier creation set-up information in the system.
4.) Provide appropriate and required administrative and logistical services to the Country Office, as assigned.
- Arrange travel and hotel reservations, prepare travel authorizations. When requested, collect information for DSA, travel agencies and other administrative surveys.
- Maintain files and records relevant to office maintenance and for Administrative Unit. Check vehicle logs and prepare draft vehicle history reports and maintenance plans.
- Support arrangements of events (such as meetings, workshops, conferences, seminars, and training, including venue management, invitations, and support during the event). Provide administrative support to organization of conferences, workshops, retreats.
- Prepare routine correspondence, memoranda and reports in accordance with CO SOP.
5.) Support knowledge building and sharing in the Country Office.
- Help organize and participate in training for the operations/projects staff on administration.
- Provide sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Supervisory/Managerial Responsibilities: None
Core Competencies
|
Achieve Results
|
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline |
|
Think Innovatively
|
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements |
|
Learn Continuously
|
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback |
|
Adapt with Agility
|
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible |
| Act with Determination |
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident |
|
Engage and Partner
|
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships |
|
Enable Diversity and Inclusion
|
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination |
Cross-Functional & Technical competencies:
| Thematic Area |
Name |
Definition |
| Business Management |
Customer Satisfaction/Client Management |
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers` needs.
- Provide inputs to the development of customer service strategy.
- Look for ways to add value beyond clients` immediate requests.
- Ability to anticipate client`s upcoming needs and concerns.
|
| Administration & Operations |
Documents and records management |
- Overall document (hard or electronic) management; registry and retention policy including storing and archiving
|
| Administration & Operations |
UN travel documents
|
- Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement
|
| Administration & Operations |
Events management (including retreats, trainings and meetings) |
- Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
|
Education:
- Secondary education is required.
- University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
- Certifications in Administration and Procurement are desirable.
Experience:
- Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant experience in administration or programme support services is required.
- UN Experience is desirable.
- Experience in Travel and Events management is desirable.
- Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required.
Language requirements:
- Fluency in Arabic language is required.
- V. good in English language is required
Keywords:
- Administrative business processes
- Procurement and customs clearances
- Logistics
- Knowledge sharing
- Document management
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
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Post Date : 2024-08-26 22:47:02
End Date : 2024-09-03 10:59:00
Location : -
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