Under the overall supervision of the FAO WBGS Head of Office, the general supervision of the Operations Officers and the direct supervision of the HR Assistant, the incumbent will perform a range of administrative duties as indicated by the requirements and structure of the organization to ensure consistent service delivery.
The Operations Clerk works in the Human Resources and/or Procurement units to ensure consistent service delivery in full compliance of UN/FAO rules, regulations, and policies.
- Support to implementation of HR, administrative and travel services;
- Support and follow-up on procurement related activities;
- Support to knowledge building and knowledge sharing
- Assists in ensuring full compliance of HR processes and records with FAO rules, regulations, policies and strategies;
- Assists in implementing HR services focusing on achievement of the following results:
- Processing of contracts and tracking of HR transactions related to positions, recruitment, benefits, earnings/deductions, recoveries, adjustments and separations.
- Preparing correspondence and reports on own initiative or from brief instructions on matters related to personnel functions;
- Checks and maintains attendance records, leave reports; answers queries relating to leave entitlements and accruals;
- Preparation of leave plans on quarterly basis and updating it regularly;
- Maintenance of proper filing system for HR records and documents.
- Assists in processing the necessary travel arrangements ensuring compliance of the FAO travel guidelines;
- Provides support to staff members/Consultants and their dependents in obtaining the necessary visas/entry permits in accordance with requirements of the United Nations and national government;
- Assists in preparing procurement processes including preparation of Request for Quotations (RFQ), receipt of quotations, bids or proposals, their financial preliminary evaluation (prepares tabulations), follow up with bidders to request missing documents;
- Assists in preparing Low Value Purchase orders (LVPOs) and contracts: prepares the needed RFQ, collects quotations, monitors receipt of required documentation, prepares NFF and issues the needed PO or LVPO;
- Assists in keeping track of payment schedules for all LVPOs and purchase orders;
- Assists in implementing internal control system to ensure that purchase orders are duly prepared and dispatched;
- Assists in updating the rosters of suppliers;
- Files documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts;
- Participates in the bid opening process;
- Assets management:
- Supports the collection of information on assets management, maintenance of records and files on assets management;
- Assists in the maintenance of files and records relevant to office rent, maintenance and inventory; records of non-expendable equipment;
- Supports the maintenance of the proper filing system for office records and documents.
FAO Core Competencies:
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Demonstrates commitment to FAO’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Shares knowledge and experience;
- Encourages office staff to share knowledge and contribute to FAO Practice Areas;
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills;
- Ability to perform a variety of specialized activities related to administrative issues;
- Sound knowledge of administrative rules and regulations;
- Focuses on result for the client;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure;
- Demonstrates openness to change;
- Responds positively to feedback and differing points of view;
Education:
Important applicant information
All posts in the SC categories are subject to local recruitment.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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Contract Duration: One year with possibility to extend based on fund availability and performance