Administrative Clerk

Under the overall guidance of the HR and Administrative Associate, the Administrative Clerk provides support to office operations performing a variety of standard administrative processes ensuring high quality, accuracy and consistency of work. The Administrative Clerk promotes a client, quality and results-oriented approach with UNDP/UN rules, regulations, policies and procedures. The Administrative Clerk works in close collaboration with the Operations, Programme and projects staff in the office to exchange information and ensure consistent service delivery.

Duties and Responsibilities:

The Administrative Clerk will be responsible for performing the following tasks in the area of  Administration and Human Resources for UNDP Geneva Office:

• Ensure full compliance with administrative activities and HR processes and records within UNDP/UN rules, regulations, policies and strategies;
• Support the timely contract management actions, in consultation with the HR Associate;
• Track all transactions related to positions, recruitment and its benefits through the system;
• Prepare draft job descriptions and vacancy announcements, compile matrixes and perform functions of Secretary in interview panel, if requested; and provide support with the preparation of documentation to submit requests to team at GSSC;
• Organize and file personnel records, ensuring that all documentation is accurately archived and accessible for future reference;
• Prepare and maintain staffing table for the Geneva office;
• Organize leave plan for the office;
• Maintain the filing system ensuring safekeeping of confidential materials;
• Provide HR and administrative support for the effective implementation of HR and Administrative services to the Geneva Office;
• Support the onboarding process, prepare relevant materials and coordinate orientation session ensuring completion of onboarding checklists;
• Participate in the training for the operations staff on HR issues and all relevant matters.
• The incumbent performs other duties within his/her functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Skills and Experience:

Min Education requirements:

• Completion of Secondary Education is required or Bachelor’s degree in Business or Public Administration, management and other relevant fields will be given due consideration

Min. years of relevant work experience: 

• Minimum 4 years (with high school diploma) or 1 year (with Bachelor´s Degree) of progressively responsible administrative or programme experience is required at the national or international level

Required  skills: 

• Experience in document management filing and electronic filing
• Knowledge of UNDP / UN system, International Geneva
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages
• Experience in handling of web-based management systems an asset
• Excellent organizational, planning and time management skills

Desired skills in addition to the competencies covered in the Competencies section:

• Good communication skills both written and oral
• Experience in events supports (meetings, workshops, etc.)
• Innovative problem solving and effective organizational skills
• good client orientation and planning skills

Required Languages:

• Fluency in English and good working knowledge of French.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/22313