Administrative Clerk (For Mauritian Nationals Only), Port Louis, Mauritius
Under the guidance and supervision of the Operations Manager, the Administrative Clerk provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.
The Administrative Clerk works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:
Implementation of operational strategies
Provision of administrative and logistical support
Provision of support to office maintenance and assets management
Support to knowledge building and knowledge sharing
1. 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 preparation of administrative team results-oriented workplans.
2. Provides administrative and logistical support, focusing on achievement of the following results:
Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
Arrangement of travel and hotel reservations, preparation of travel authorizations.
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.
Administrative support to organization of conferences, workshops, retreats.
Collection of information for DSA, travel agencies and other administrative surveys.
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
Extracting, inputting, copying and filing data from various sources.
Maintenance of files in Administrative Unit
Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
Support with dispatching of publication.
3. 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.
Maintenance of files and records relevant to office maintenance.
4. 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 .
Impact of Results
The key results have an impact on the execution of the CO administrative/logistical services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.
Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies
Ability to handle a large volume of work possibly under time constraints
Good knowledge of administrative rules and regulations
Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
Ability to organize and complete multiple tasks by establishing priorities
Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
Interprets data, draws conclusions and/or identifies patterns which support the work of others
MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS
Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
Shows sound grasp of grammar, spelling and structure in the required language
Ensures correspondence, reports and documents comply with established UN standards
Ability to produce accurate and well documented records conforming to the required standard
PLANNING, ORGANIZING AND MULTI-TASKING
Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
Demonstrates ability to quickly shift from one task to another to meet multiple support needs
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
Promoting learning and knowledge management /sharing is the responsibility of each staff member.
Required Skills and Experience
4 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Fluency in the UN and national language of the duty station.
Mode of Application
Interested and qualified candidates should apply on-line .
Please ensure that you upload your UNDP Personal History Form P11 (available at http://un.intnet.mu ) and CV as one attachment in the relevant field of the on-line application.
Incomplete applications or applications received after the closing date will not be given consideration.
Please note that only short-listed candidates will be contacted.
Female candidates are highly encouraged to apply.
UNDP reserves the right not to make any appointment following this advertisement
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
AJS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS AND AJS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
SOME EMPLOYERS MAY ACKNOWLEDGE RECEIPT OF YOUR APPLICATION.