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

UNDP•New York, NY

6h•Onsite

About The Position

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. UNDP is 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. 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.

Requirements

Secondary education is required.
Minimum 3 years of experience working in an administrative capacity (if secondary education is the highest degree).
Experience in the use of computers and office software packages (MS Word, Excel, etc.).
Knowledge of web-based management systems such as ERP is required.
Fluency in English is required.

Nice To Haves

A university degree (bachelor’s degree) in Business Administration, Public Administration, Social Sciences, Management, Finance, or equivalent will be given due consideration.
Experience using SharePoint or other web-based /records management systems is desired.
Experience supporting operational or administrative processes is desired.

Responsibilities

Ensure the smooth and efficient functioning of the Business Solutions Team.
Maintain high-quality, efficient, and compliant service delivery in Pouch and Mail Operations.
Maintain high-quality, efficient, and compliant service delivery in Protocol services.
Maintain high-quality, efficient, and compliant service delivery in Logistics services.
Support Asset Management at HQ.
Follow up on deliverables expected from crew that provide Maintenance, Messenger, Cleaning services.
Perform Archiving.
Support administrative tasks requested by Director of OGO.
Support to clients and expertise services in the areas of responsibility including on standards and processes for knowledge building and sharing.
Review staff documents for ground pass encoding.
Confirm details correspond to IDs for ground pass encoding.
Update ground pass to allow access during encoding.