Operations Clerk Vacancy at the United Nations Development Programme (UNDP)
the United Nations Development Programme (UNDP)
Abuja, Nigeria
4d ago
source : MyJobNigeria

INTRODUCTION : -

Operations Clerk job opportunity is available at the United Nations Development Programme (UNDP) for individuals who possess relevant qualifications.

Background

  • Under the guidance of the Operations Manager and direct supervision of the Procurement Analyst, the Operations clerk provides support to office operations performing a variety of standard administrative processes and asset management ensuring high quality and accuracy of work.
  • 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.
  • DUTIES AND RESPONSIBILITIES : -

    Implementation of operational strategies :

  • Support to effective and efficient functioning of the unit (
  • Support to administrative and support operational services
  • Support to office maintenance and assets management
  • Support to knowledge building and knowledge sharing
  • 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 the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  • Provision of inputs to preparation of administrative team results-oriented workplans.
  • Supports the assets management focusing on achievement of the following results :

  • Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
  • Tagging all furniture / equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece.
  • Entry in ATLAS of all the requisite asset management information
  • Capitalization of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost;
  • and the relevant BSB CAP and NONCAP profiles.

  • Utilization of the ATLAS Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation;
  • and to expense item, in accordance with UNDP’s policies and procedures to comply with IPSAS.

  • Support to the management on physical assets disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.
  • Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.
  • Preparation of inventory reports as required
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
  • Maintenance of records on assets management, preparation of reports.
  • Maintenance of files and records relevant to office maintenance.
  • Provision of support to maintenance of common premises and common services
  • Ensures effective administrative and logistical support, focusing on achievement of the following results :

  • Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received / sent), Preparation of all necessary documentation, implementation of follow-up actions
  • Arrangements of travel and hotel reservations, preparation of travel authorizations,
  • Administrative support to conferences, workshops, retreats.
  • Support time to time the arrangement of vehicle transportation, regular vehicle maintenance and insurance.
  • Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results :

  • Training of staff engaged in the conduct of physical inventory.
  • Briefing of staff members on issues relating to area of work
  • Sound contributions to knowledge networks and communities of practice.
  • Support 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.
  • Sound contributions to knowledge networks and communities of practice.
  • Impact of Results

  • The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN / UNDP as an effective contributor to the development of the country.
  • Competencies

    Corporate Competencies :

  • Demonstrates commitment to UNDP’s mission, vision and values
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Functional Competencies :

    Knowledge Management and Learning :

  • Shares knowledge and experience
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
  • Development and Operational Effectiveness :

  • Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
  • Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
  • Ability to perform work of confidential nature and handle a large volume of work
  • Good knowledge of administrative rules and regulations
  • Strong IT skills, knowledge of Atlas
  • Ability to provide input to business processes re-engineering, implementation of new systems
  • Leadership and Self-Management :

  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • DESIRED EXPERIENCE & QUALIFICATION : -

    Education :

  • Secondary education.
  • Certification in administration and asset management is desirable.
  • Experience :

  • 4 years of relevant experience in administration and asset management, inventory.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in handling of web-based management systems.
  • Language Requirements :

  • Fluency in English language.
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