Operations Clerk at UNDP

Job ID: 38605
Practice Area - Job Family: Management - Operations    
Grade: G4
Vacancy Type: FTA Local
Posting Type: Common System
Contract Duration: 1 Year with possibility for extension

Background

• Under the guidance of the Operations Manager and direct supervision of the Procurement Analyst, the Operations clerk provides support to office operations performing a variety of standard administrative processes and asset management ensuring high quality and accuracy of work. The Operations clerk promotes a client, quality and results-oriented approach.
• The Operations 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.

Duties and Responsibilities
Implementation of operational strategies:

• Support to effective and efficient functioning of the unit (
• Support to administrative and support operational services
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.

Supports the assets management focusing on achievement of the following results:

• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Tagging all furniture/equipment upon receipt from the supplier.  Update of non-expendable property inventory record and track movement of furniture piece.
• Entry in ATLAS of all the requisite asset management information
• “Capitalization” of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “CAP” and “NONCAP” profiles.
• Utilization of the ATLAS Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures to comply with IPSAS.
• Support to the management on physical assets disposal.   Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.  
• Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.  
• Preparation of inventory reports as required
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance.
• Provision of support to maintenance of common premises and common services

Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Arrangements of travel and hotel reservations, preparation of travel authorizations,
• Administrative support to conferences, workshops, retreats.
• Support time to time the arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Maintenance of the filing system ensuring safekeeping of confidential materials.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Training of staff engaged in the conduct of physical inventory.
• Briefing of staff members on issues relating to area of work
• Sound contributions to knowledge networks and communities of practice.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

• The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencies
Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:
Knowledge Management and Learning:

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness:

• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of administrative rules and regulations
• Strong IT skills, knowledge of Atlas
• Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management:

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Required Skills and Experience
Education:

• Secondary education.
• Certification in administration and asset management  is desirable.

Experience:

• 4 years of relevant experience in administration and asset management, inventory.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.

Language Requirements:

• Fluency in English language.