Administrative Clerk at United Nations Development Programme (UNDP)

Summary of Key Functions:

•  Provision of administrative and logistical support
•  Provision of support to office maintenance and assets management
•  Support to knowledge building and knowledge sharing

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

•  Maintain a record of all incoming shipment, customs clearance arrangements, preparation of documents for UNOCHA shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
•  Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
•  Extracting, inputting, copying and filing data from various sources.
•  Maintenance of HR and other files in the OCHA Somalia Admin & Finance Unit
•  Raise discrepancy report if appropriate
•  Coordinate the movement of received goods from the receiving area to the requisitioner/end user

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

•  Collection of information on assets management, maintenance of records and files on assets management.
•  Support data enrichment of assets and serialized equipment in Umoja
•  Support data enrichment of other equipment, such as attractive items
•  Assist in OCHA Somalia physical inventory exercises
•  Assist in the management of physical receipt of goods and equipment, tagging and data enrichment in ERP system Umoja, incl. allocation and tracking of equipment amongst users
•  Assists in the management on physical assets disposal, including document preparation.
•  Ensure proper recording and filing of property receipt and disposal documents
•  Maintenance of files and records relevant to office maintenance.

Provides support to 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.
•  Contributions to knowledge networks and communities of practice.

Requirements:

Education:

•  Secondary education with a combination of three (3) years of relevant working experience is required.
•  Relevant certificates in Umoja or other UN ERP system is an advantage.

Experience, Knowledge, and Skills:

•  A minimum of three (3) years of relevant administrative experience is required.
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
•  Experience in handling of web-based management systems preferable UMOJA
•  Demonstrated knowledge and professional experience in conducting physical inventory of assets is required.
•  Certificate in Umoja Property Management – data enrichment is an asset.

Language requirements:

•  Fluency in written and spoken English Language is required.
•  Fluency in written and spoken Local language - is required

Core Competencies.

•  Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline
•  Think Innovatively : Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
•  Learn Continuously : Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
•  Adapt with Agility : Adapts to change, constructively handles ambiguity/uncertainty, is flexible
•  Act with Determination : Shows drive and motivation, able to deliver calmly in face of adversity, confident
•  Engage and Partner : Demonstrates compassion/understanding towards others, forms positive relationships
•  Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination