Administrative Assistant (Open to all applicants)

UNDP • New York, NY

8h • 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. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to the 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 (with secondary education) of experience working in an administrative capacity is required.
• No experience is required with bachelor´s degree.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and 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, but it is not a requirement.
• 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 and maintaining high-quality, efficient, and compliant service delivery in the following areas: Pouch and Mail Operations, Protocol services, Logistics services, Support Asset Management at HQ, Follow up on deliverable expected from crew that provide Maintenance, Messenger, Cleaning services, Archiving, Support administrative tasks requested by Director of OGO.
• Ensures knowledge building and knowledge sharing, focusing on the following results: Support to clients and expertise services in the areas of responsibility including on standards and processes.
• Encoding of staff ground passes including: Reviewing staff documents, Confirming details correspond to ID’s, Updating ground pass to allow access.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED