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Administrative Clerk

Monrovia

  • Organization: UNDP - United Nations Development Programme
  • Location: Monrovia
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2025-01-31

Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

 

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas: inclusive sustainable development, democratic governance and peace building, and climate change and disaster resilience.

UNDP connects countries to the knowledge, resources, and networks they need to achieve development breakthroughs. Our work is summed up in our six signature solutions, adapted to context and powered by three potent enablers for greater impact. Responding in an integrated and coherent manner, we are determined to end poverty and hunger, protect the planet from degradation, ensure that all people have prosperous lives, with growth that occurs in harmony with nature, and to foster peaceful and inclusive societies. We are committed to mobilizing the means to implement the 2030 Agenda through a revitalized Global Partnership for Sustainable Development, based on a spirit of strengthened global solidarity.

UNDP has supported the Government and people of Liberia in their efforts to reduce poverty and inequality in a bid to attain sustainable development since 1977. This has been done by among other things strengthening and reforming governance institutions to be inclusive and participatory, developing the necessary regulatory frameworks, upholding human rights, and supporting growth of the private sector and civil society. Our United Nations identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations makes us a trusted partner for national and international development stakeholders.

UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking and thought leadership. We mainstream innovation, digitalization opportunities, gender equity and diversity/inclusion principles in all aspects of our work. Our staff consistently strive for excellence, effectiveness, efficiency and inclusion across all areas of work.

In close cooperation with the UNDP Programme teams and other Country Office units, the Operations team supports the UNDP Country Office and programme implementation through the provision of relevant and timely procurement, finance, ICT and digital services, General Administration services, and Human Resources support. This includes a focus on collaboration, innovation, speed and administrative efficiency as well as advisory services for enhanced planning. The unit contributes to a collective engagement with other teams, partners and UN Agency clients to offer timely, well-planned and efficient services that meet the standard and requirements of UNDP policies and procedures. 

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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Position Purpose

Under the guidance and supervision of the Administrative Associate, 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.

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


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.

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.

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

  • Inventory & asset management Inventory & asset management is a MUST.  Storeroom organizing and management; 
  •  Fuel receipt and disbursement and reconciliation, logistics management, general administrative tasks;
  • Collection of information on assets management, maintenance of records and files on assets management.
  • 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.

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


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

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.

Documents and records management:

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

Management of shipments:

  • Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation.

Travel policy and procedures:

  • Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel- related matters.

Events management (including retreats, trainings and meetings):

  • Ability to manage events, including venue UNDP | People for 2030 – Competency Framework – Technical Competencies (2024) identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Communication:

  • Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. 
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Operations Management:

  • Ability to effectively plan, organize and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organization’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.

 
Required Skills and Experience

Education:
  • Secondary education is required.
  • University degree in Business Administration, Public Administration or related field will be given due consideration, but it is not a requirement.
Experience:
  • Minimum of four (4) years (with high school diploma) or one (1) year (with bachelor’s degree) of relevant working experience in administration or programme support services is required;
  • Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP;
  • Knowledge of administrative rules and regulations is desirable;
  • Certifications in Administration and Procurement are desirable.

Language:

  • English is required.
 
Disclaimer

Applicant information about UNDP rosters

 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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