Job Description
Position Purpose
Under the guidance and supervision of the Administrative Associate, the Operations Clerk provides support to administrative services ensuring high quality of work, and accurate, timely and properly recorded/documented service delivery. 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.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
Support implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.
- Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Provide inputs to preparation of administrative team on the admin workplans.
Provide support for Vehicle / Fleet management
- Oversee regular maintenance and repairs of vehicles to ensure they are in good working condition.
- Keep detailed records of vehicle registrations, insurance, maintenance, and fuel consumption.
- Coordinate with drivers to manage schedules, routes, and assignments. Ensure compliance with driving regulations and UNDP policies.
- Monitor and analyze fleet utilization to optimize efficiency and reduce costs.
- Handle reporting and documentation of any vehicle incidents or accidents.
Provide support for effective administrative and management of suppliers in the system.
- Review and verify documents for vendor creation in ERP.
- Communicate effectively to ensure timely registration of the suppliers’ details in the ERP.
- Maintain and update the accurate records of suppliers in the ERP.
Provide appropriate and required administrative and logistical services to the Country Office, as assigned
- Serve as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.
- Take receipt of shipments, arrange customs clearances, prepare documents/ documentation for UNDP shipments (received/sent), and arrange shipments. Implement follow-up actions, and draft correspondence related to shipments/customs clearance.
- Arrange travel and hotel reservations, prepare travel authorizations. When requested, collect information for DSA, travel agencies and other administrative surveys.
- Maintain files and records relevant to office maintenance and for Administrative Unit. Check vehicle logs and prepare draft vehicle history reports and maintenance plans.
- Provide support to staff members and their dependents by processing requests for visas, and other documents in accordance with requirements of the United Nations and national government.
- Provide administrative support to organization of conferences, workshops, retreats.
- Prepare routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
- Be sensitive towards gender and social inclusion issues / provisions and strictly adhere to the required norms and values.
Support knowledge building, and sharing including in the Country Office.
- Provide logistical support and participate in training for the operations/projects staff on administration.
- Provide sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Supervisory/Managerial Responsibilities: None
Competencies
Core:
- 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
Business Management: 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.
Administration & Operations: Documents and records management
- Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations: UN travel documents
- Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement
Administration & Operations: Events management (including retreats, trainings and meetings
- Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Administration and Operations: Assets management
- Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
2030 Agenda: People
2030 Agenda: Prosperity
Job Specification
Required Skills and Experience
Education:
- Secondary education (High School Diploma) is required
- University Degree (bachelor’s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
Experience:
- Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant experience in administration and programme support services in development organization or any other large organization.
- Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.
- Experience in providing support for official travel, fleet, logistics and protocol services.
- Experience in providing support in vendor database maintenance.
- A strong client serving attitude with flexibility in terms of work schedules.
Language Requirements
- Proficiency in English and Nepali is required
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
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