Administrative Clerk

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

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.

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.

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.

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.

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.

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

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20264