Background The United Nations Development Programme (UNDP) operates in more than 170 countries and territories, providing support for policy development, leadership and partnership skills, institutional capacity building, and resilience strengthening to promote sustainable development. In Colombia, UNDP works across 32 departments and 360 municipalities. UNDP is part of the 26 UN Agencies, Funds, and Programmes in Colombia, contributing to the achievement of the United Nations Sustainable Development Cooperation Framework. The UNDP Country Programme Document (CPD) 2025-2027 aims to support the Colombian government's efforts in transitioning towards peace and consolidating its status as an upper-middle-income country. It focuses on four key priorities: 1) Peacebuilding, human security, and social justice, 2) Social protection and socio-economic inclusion, 3) Environment, climate action, and energy transition and 4) Enablers of the 2030 Agenda. At the programmatic level, UNDP Colombia is structured into two Clusters and five Portfolios: The Inclusive Sustainable Development Cluster, which includes the Sustainable Development Portfolio and the Productive Inclusion and Social Protection Portfolio and The Peacebuilding and Inclusive Governance Cluster, which encompasses the Democratic Governance Portfolio, the Peacebuilding Portfolio, and the Crisis Response and Rule of Law Portfolio. The Operations area is responsible for providing strategic advice on financial and logistical services, as well as common services; overseeing the country office management services portfolio and other management projects that support the country programme. All of this in compliance with UNDP rules and regulations. Position Purpose Under the direct guidance and supervision of the Operations Analyst and in matrix management of the Operations Manager, the Operations Clerk provides support to the services of the Operations Unit, ensuring high-quality work and accurate, timely, and properly recorded/documented service delivery, while promoting a client-, quality-, and results-oriented approach. The Operations Clerk works in close collaboration with the personnel of Operations, Programmes, and projects in the Country Office, as well as with the personnel of global shared service centers and other United Nations agencies in Colombia, to exchange information and ensure consistent service delivery. UNDP adopts a portfolio-based approach to adapt to changing business needs and leverage synergies across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects within multidisciplinary teams to strengthen and enable horizontal collaboration. Duties and Responsibilities 1.) Provide support for supplier creation process.
Review and validate supporting documents for supplier creation, ensuring compliance with the established process. Verify that supplier requests include all required information and align with the provided documents. Monitor the approval process with the Global Shared Services Center. Identify and resolve any issues during supplier creation and approval. 2.) Support the implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality. Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. Provide inputs to preparation of team results-oriented workplans. 3.) Provide support for Assets Management. Collect information on assets management; and maintain records and files on assets management. 4.) Provide appropriate and required administrative and logistical services to the Country Office, as assigned. Provide support for the custodian process for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution. Take receipt of shipments, arrange customs clearances, prepare documents/ documentation for UNDP shipments (received/sent), and arrange shipments. Implement follow-up actions, and draft correspondence related to shipments/customs clearance. Maintain files and records relevant to office maintenance and for Administrative Unit. Check vehicle logs and prepare draft vehicle history reports and maintenance plans. Provide administrative support to organization of conferences, workshops, retreats. Prepare routine correspondence and reports in accordance with CO SOP. 5.) Support knowledge building and sharing in the Country Office. Assist in organizing and participating in training sessions on administration for operations and project staff. Contribute effectively to knowledge networks and communities of practice. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Competencies Core Competencies ACHIEVE RESULTS - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline. THINK INNOVATEVELY - LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. LEARN CONTINUOUSLY - LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. ADAPT WITH AGILITY - LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. ACT WITH DETERMINATION - LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident. ENGAGE AND PARTNER - LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships. ENABLE DIVERSITY AND INCLUSION - LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination. Cross-Functional Competencies BUSINESS MANAGEMENT CUSTOMER SATISFACTION / CLIENT MANAGEMENT: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to Fulfill and understand the real customers' needs. • Provide inputs to the development of customer service strategy. • Look for ways to add value beyond clients’ immediate requests. • Ability to anticipate client’s upcoming needs and concerns. OPERATIONS MANAGEMENT: Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. • Knowledge of relevant concepts and mechanisms.Technical Competencies
ADMINISTRATION & OPERATIONS DOCUMENTS AND RECORDS MANAGEMENT: Overall document (hard or electronic) management; registry and retention policy including storing and archiving MANAGEMENT OF SHIPMENTS: Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation. EVENTS MANAGEMENT (INCLUDING RETREATS, TRAININGS AND MEETINGS): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. ASSETS MANAGEMENT: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programmes, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information Required Skills and Experience Education: Secondary education is required. University Degree (bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. Experience: Minimum of 4 years (with secondary education) or 1 year (with bachelor’s degree) of relevant experience in administration or logistics or programme/project support services. Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP. Prior experience in service delivery or administrative processes within the United Nations system is highly desirable. Experience in applying UNDP rules and policies is highly desirable. Languages: Fluency in Spanish is required. Working knowledge of English is desirable. 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. 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.This vacancy is archived.