Administrative Clerk Full-Time

Office/Unit/Project Description

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

UNDP Mozambique Country Office (CO) is part of the United Nations system working to support the country’s development agenda. Its overall aim is to ensure that people attain a better standard of living through sustainable development. Relations between the Government of Mozambique and the United Nations system were formalized on 1976. Geographically, UNDP interventions have a national coverage with focus on the provinces of Gaza, Sofala, Nampula and Cabo Delgado, where it has a long-established presence and strong relationships with local authorities, communities and civil society organizations.

The work of UNDP in the country is guided by the United Nations Development Assistance Framework (UNDAF) and focuses on:

1. Human development;
2. Economic diversification and sustainable livelihoods;
3. Climate resilience and sustainable use of natural resources;
4. Peace building, human rights and inclusive governance.

Under the overall guidance of the Deputy Resident Representative for Operations and the direct supervision of the Head of Administration, the Administrative Clerk provides assistance and support services as assigned under the key administration functional areas. The staff demonstrates a client oriented approach, tact, and ability to work with people of different national
and cultural backgrounds.

Scope of Work

Under the direct supervision of the Head of Administration, the incumbent performs the following duties.

1. Ensures effectiive communication support focusing on achievement of the following results:

• Collect, sort, and facilitate delivery of mails, pouches, documents, and other communication to and from other UNDP Registries. Keep records and copies as required.
• Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Maintains, develops, evaluates, and constantly reviews the office files and keep information and reference materials in a manner which allows easy and quick storage and retrieval of information for the Country Office.
• Facilitate effective communications and information management support to the office. Administrative Support to external relations activities.

2. Provides efficient travel administrative support focusing on achievement of the following results:

• Assist the Administrative Associate in administration and travel.
• Assists with travel & meeting logistics for office meetings including accommodations and other logistics for the UNDP CO.
• Follow up on travels and ensure reconciling travel reports, and travel claims are submitted and verified.

3. Provides support to office maintenance and assets management focusing on achievement of the following results:

• Assists the asset focal point in assets management and tracking.
• Maintain records for issuance of store items e.g. stationery, notebooks, communication equipment, etc. Maintain the inventory of office assets and storage.
• Responsible for the management of the office stock inventory and equipment (ensure the stock room is well organized and tidy all the time and office equipment is duly registered before they are taken out of the office.

4. Provides clerical support, focusing on achievement of the following results:

• Ensure that the office is always clean and tidy, coordinates with cleaners for adequate cover during absences.
• General clerical & secretarial assistance as required. Provide front office & administrative support to the office.
• Support with tracking of the bills received from the service providers, submitting the payment requests to the Finance section, and feedback to clients.
• Respond and/or direct inquiries to the appropriate UNDP Unit for timely action and/or response.
• Provide cover as alternate to the Administrative Assistant to the representative.

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

Institutional Arrangement

The Administrative Clerk will function within the Administration Unit and work under the overall guidance and direct supervision of the  Head of Administration.

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

Monitoring    

• Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results.
• Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming.
• Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools.
• Ability to make an independent judgement based on set criteria and benchmarks.
• Ability to anticipate client’s upcoming needs and concerns.

Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Inventory management  

• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.

Working with Evidence and Data    

• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.

Communication    

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

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.

Requirements

Min. education requirements

• Completion of secondary education is required.

Min. years of relevant work experience

• Minimum of 3 years (with Secondary  Education) work experience in administrative tasks.

Required  skills  

• Experience in the use of computers applications and software packages (MS Word, Excel, etc.) as well as web-based management systems and ERP system/Quantum.
• Experience in front office and administrative support.

Desired skills

• Experience in drafting, presentation and reporting skills.
• Experience in UNDP/UN/International development agencies.
• Experience in handling administrative tasks.
• Experience in organizing travel.

Required language(s)     

• Fluency in English and Portuguese is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.