Administrative Clerk

The UNDP Geneva Representation Office (GRO) is an integrated partnership office, led by BERA, working across programmatic and representational functions. It contributes to UNDP’s mission by engaging and forging partnerships with a wide range of partners in Geneva and across Europe to support the attainment of the SDGs. As emphasized during the 2020’s review of UNDP’s External Relations, in addition to leading donor relations with Switzerland and France and contributing to intergovernmental processes with Member States’ Permanent Missions, the Office has a specific responsibility for the development of partnerships with UN sister agencies and other international organisations headquartered in Geneva, as well as with the private sector and with civil society.

Under the overall guidance of the HR and Administrative Associate, the Administrative Clerk provides support to office operations performing a variety of standard administrative processes ensuring high quality, accuracy and consistency of work. The Administrative Clerk promotes a client, quality and results-oriented approach with UNDP/UN rules, regulations, policies and procedures. The Administrative Clerk works in close collaboration with the Operations, Programme and projects staff in the office to exchange information and ensure consistent service delivery.

The Administrative Clerk will be responsible for performing the following tasks in the area of  Administration and Human Resources for UNDP Geneva Office:

• Ensure full compliance with administrative activities and HR processes and records within UNDP/UN rules, regulations, policies and strategies;
• Support the timely contract management actions, in consultation with the HR Associate;
• Track all transactions related to positions, recruitment and its benefits through the system;
• Prepare draft job descriptions and vacancy announcements, compile matrixes and perform functions of Secretary in interview panel, if requested; and provide support with the preparation of documentation to submit requests to team at GSSC;
• Organize and file personnel records, ensuring that all documentation is accurately archived and accessible for future reference;
• Prepare and maintain staffing table for the Geneva office;
• Organize leave plan for the office;
• Maintain the filing system ensuring safekeeping of confidential materials;
• Provide HR and administrative support for the effective implementation of HR and Administrative services to the Geneva Office;
• Support the onboarding process, prepare relevant materials and coordinate orientation session ensuring completion of onboarding checklists;
• Participate in the training for the operations staff on HR issues and all relevant matters.

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

The Administrative Assistant will work under the overall guidance and supervision of the HR and Administrative Associate and will work in close collaboration with the operations team.

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

Technical competencies: 

Business Management – 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.

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 fulfill 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 clients’ upcoming needs and concerns.

Administration & Operations – Documents and records management:

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

Business Development – Operations Management:

• Ability to effectively plan, organize and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.

• Knowledge of relevant concepts and mechanisms.

Min. Education requirements:

• Completion of Secondary Education is required or Bachelor’s degree in Business or Public Administration, management and other relevant fields will be given due consideration

Min. years of relevant work experience

• Minimum 4 years (with high school diploma) or 1 year (with Bachelor´s Degree) of progressively responsible administrative or programme experience is required at the national or international level

Required  skills: 

• Experience in document management filing and electronic filing

• Knowledge of UNDP / UN system, International Geneva

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages

• Experience in handling of web-based management systems an asset

• Excellent organizational, planning and time management skills

Desired skills in addition to the competencies covered in the Competencies section:

• Good communication skills both written and oral

• Experience in events supports (meetings, workshops, etc.)

• Innovative problem solving and effective organizational skills

• good client orientation and planning skills

Required Language(s):

Fluency in English and good working knowledge of French