Administrative Clerk - UNDP Kuwait

ADMINISTRATIVE CLERK

 
Under the overall guidance and supervision of the Chief Of Operations, the Administrative Clerk assists in the overall management of administrative services, including Human Resources, administration, finance, procurement services and any other task related to the ongoing projects.

Summary of Key Functions: 

• Support to administration of the cost recovery system.
• Accounting & Administrative support
• Support to Procurement & Asset management
• Support to common services
• Support to knowledge building and knowledge sharing

Provides Support to administration of the cost recovery system, focusing on achievement of the following results:

• Organization and coordination of project consultant's monthly remunerations.
• Organization of workshops, conferences, retreats
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
• Maintaining all finance filing is in accordance with the payroll system.
• Supervision and keeping track of ongoing maintenance contracts.
• Coordination of transportation services, regular vehicle maintenance and insurance.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.

Accounting & Administrative support focusing on achievement of the following results:

• Full compliance of UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework.
• Support and assistance in preparation of contracts (FTA's & SCs) and recurring POs in Atlas. Timely follow up with Finance staff on Global payroll issues.
• Validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies.
• Preparation of interviewing panels from an administrative aspect.
• Long listing of positions posted on the UNDP website in accordance with the TOR.
• Following up on expiration dates for (UNLP's, Contracts, residencies etc.)
• Assist in posting jobs on the UNDP website.

Provides Procurement & Assets Management services focusing on achievement of the following results:

• Organization of office-related procurement processes including preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors' creation in Atlas, with a Buyers profile in Atlas, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) if needed.
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Ensures proper control of CO Assets focusing on preparation of inventory reports, and implementation inventory and physical verification control in the CO.
• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Conduct of the annual physical inventory verification exercise to ensure accuracy of records and location of property. 
• Coordination of the provision of reliable and quality office supplies

Ensures proper common services  focusing on achievement of the following result:

• Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.

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

• Training of staff on the administrative procedures, hr administration, procurement and travel processes.
• Briefing/debriefing of staff members on issues relating to area of work
• Sound contributions to knowledge networks and communities of practice (procurement and/or HR).

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 repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.
• Ability to review data, identify and adjust discrepancies
• Ability to produce accurate and well documented records conforming to the required standard
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Strong IT skills

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

Education: 

• Secondary education. 
• Certification in administration desirable.
• University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience: 

• 5 to 6 years of relevant experience in administration or programme support service.
•  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 Arabic and English.

Apply Online
 
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=27423