The Merged Areas Governance Programme (MAGP), under the Democratic Governance Unit, is a comprehensive governance initiative that focuses on technical assistance and implementation support to the Government of Khyber Pakhtunkhwa (GoKP) in three main areas: (1) accelerated development with an emphasis on the delivery of basic services; (2) border governance and connectivity; and (3) support to local governance. The overall objective of the Programme is to enhance the capacity of the GoKP to successfully integrate the Merged Areas and strengthen border governance and cross-border connectivity by extending laws, policies, and strategies; planning, designing, and delivering development initiatives; and implementing inclusive local government systems. An emphasis will be placed on inclusive development, to ensure that marginalised population groups benefit from development in the MAs, as well as on disaster-risk reduction and improved risk management, to help prevent, mitigate and/or address the effects of climate change and other risks.

The Office Support Clerk will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames:

1. Administrative and logistical support, focusing on achievement of the following results:
   • Ensure full compliance of MAGP administrative activities with UNDP rules, regulations, policies and strategies;
   • Provide administrative and logistical support in preparing meetings, workshops, seminars, conferences, and other events.
   • Assist with obtaining security clearance for visitors and third-party personnel
   • Arrange travel and hotel reservations for the MAGP personnel and government counterparts;
   • Support project personnel in raising their travel plans and requests in the Quantum travel module;
   • Monitor the dashboard for pending travel forms (F-10) and follow up with the project personnel to provide the required documents;
   • Support procurement of goods and services using a micropurchase modality in compliance with the established UNDP procurement policies and SOPs;
   • Assist the onboarding of newly hired project employees in coordination with HR unit (support with creating vendor ID, applying for Quantum access, etc.);
   • Support receipt of shipments and preparation of documents for the clearance of shipments;
   • Undertake administrative project-related tasks such as extracting, inputting, copying, scanning, faxing, mailing, photocopying, translating, and filing data from various sources in UNDP SharePoint.
   • Arrange tea/coffee or refreshments for guests/visitors to the project and programme unit meetings as appropriate;
   • Check vehicle logs and prepare the summary of travel reports;
   • Liaise with the LTA vendors for the provision of goods and services (travel, events, etc.);
   • Prepare the MAGP personnel attendance sheet and facilitate in overtime claims submission.T
2. Support in finance-related activities, focusing on the achievement of the following results:
   • Assist in preparation of the supporting documents for payment invoices and proper document management, including systematic archiving in UNDP SharePoint;
   • Compile and route documents for PO and Non-PO based payments to obtain the relevant approvals;
   • Share the approved requests for payments with the UNDP CO Finance Unit for disbursement;
   • Update the status of payments for deliverables in the contract deliverable tracker.
3. Support to office maintenance and assets management, focusing on the achievement of the following results:
   • Collect information on assets management, maintenance of records and files on assets management;
   • Maintain office stationery, stock maintenance, distribution and record keeping;
   • Maintain files and records relevant to office maintenance.
4. Support to MAGP knowledge building and knowledge sharing, focusing on the achievement of the following results:

• Maintain archives of letters and documents, making sure files are properly stored, registered and accessible;
• Support file and record maintenance of the MAGP;
• Upload relevant project files and documentation to UNDP SharePoint.

5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Cross-functional & Technical competencies

6. Minimum qualifications of the successful candidate