Administrative Assistant- [Open to Tier 0, 1 & 2 applicants]

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

 The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. 
 
Within UNDP, the Office of General Operations (OGO) provides the essential operational services that enable UNDP to function effectively across all locations. Its core responsibilities include the global management of UNDP premises and assets, travel and fleet services, insurance coverage, corporate cards, and a broad range of transactional business services at Headquarters in New York. 

The office monitors global asset data to ensure accurate financial reporting and oversees the issuance of corporate purchasing cards for colleagues worldwide. Within OGO, the Business Solutions team provides transactional support across project management, micro-purchasing, logistics, finance, contract and asset management, insurance, premises oversight, human resources, and resource planning. 
 

Position Purpose

Under the general guidance and supervision of the Asset Management Associate (G-7), the Administrative Clerk ensures the delivery of essential registry and logistics services supporting UNDP Headquarters and Country Offices. The incumbent is responsible for the timely and accurate distribution of pouch and mail to all UNDP units at Headquarters and to Country Offices, thereby ensuring uninterrupted registry support.

The Administrative Clerk works closely with the OGO Business Solutions Team, the Travel Team, and counterparts across the UN system to meet critical pouch and mail service requirements, resolve operational issues, and maintain an effective and reliable registry system. In addition, the role provides essential protocol-related services, including ground pass encoding and archiving, and delivers core operational support in the areas of logistics, asset management, and the UNDP Headquarters Consolidation Project.

The position requires a full-time presence in the New York HQ office, so there is no opportunity to work from home.

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

Ensure the smooth and efficient functioning of the Business Solutions Team and maintaining high-quality, efficient, and compliant service delivery in the following areas: 

Ensures knowledge building and knowledge sharing, focusing on the following results:

Encoding of staff ground passes including:

Competencies

Cross-Functional & Technical competencies 

Administration and Operations: Documents and records  Management: 

Business Development Knowledge Generation: 

Business Management: Customer Satisfaction/Client Management:  

Business Direction & Strategy    Business Acumen: 

Administration and Operations:  Registry & correspondence management: 

Business Management:  Communication  

Required Skills and Experience

Education:

Experience:

Language requirements:

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

Use of AI by candidates

Applicants are invited toread UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [link removed]

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.