Administrative Clerk at UNDP

Background

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan.

UNDP’s 2018-2021 Strategic Plan emphasizes the critical links between environmental sustainability, climate change mitigation and adaptation, and broader efforts to achieve the goals of the 2030 Agenda and Paris Agreement. As part of the Global Policy Network in the Bureau for Policy and Programme Support, UNDP’s Nature, Climate Change, and Energy (NCE) Team promotes and scales up integrated whole-of-governance approaches and nature-based solutions that reduce poverty and inequalities, strengthen livelihoods and inclusive growth, mitigate conflict, forced migration and displacement, and promote more resilient governance systems that advance linked peace and security agendas.

The NCE Team works with governments, civil society, and private sector partners to integrate natural capital, environment and climate concerns into national and sector planning and inclusive growth policies; support country obligations under Multilateral Environmental Agreements; and implement the UN’s largest portfolio of in-country programming on environment, climate change, and energy. This multi-billion dollar portfolio encompasses: Biodiversity and Ecosystem Services including forests; Sustainable Land Management and Desertification including food and commodity systems; Water and Ocean Governance including SIDS; Climate Change Mitigation and Adaptation; Renewable and Modern Energy; Extractive Industries; Chemicals and Waste Management; Environmental Governance and Green/Circular Economy and SCP approaches. This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning.

In addition to UNDP’s bilateral partnerships on natural capital, environment and climate, UNDP is an accredited multilateral implementing agency of the Green Climate Fund (GCF), the Multilateral Fund (MLF), the Adaptation Fund (AF) and the Global Environment Facility (GEF) which includes the Global Environment Facility Trust Fund (GEF Trust Fund), the Nagoya Protocol Implementation Fund (NPIF), the Least Developed Countries Fund (LDCF), and the Special Climate Change Fund (SCCF). As part of UNDP’s partnership with these vertical funds, UNDP provides countries specialized integrated technical services for eligibility assessment, programme formulation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services.

Ecosystems and Biodiversity Programme

UNDP recognizes healthy biodiversity and ecosystem services, including soil fertility and water provisioning, as the foundation of human wellbeing and sustainable development. It sees nature-based solutions as essential solutions for tackling multiple developmental challenges, be they land degradation and desertification, climate crisis, inequality and poverty, insecurity and migration. UNDP’s Ecosystems and Biodiversity Programme adopts an approach to bringing the development agenda to biodiversity discourse enables it to engender increased public, business and government support for biodiversity conservation and sound ecosystem management. broadening the support base necessary for achieving global biodiversity goals. UNDP, as a convener, mobilizes global, national and local level actors, governments, businesses, non-governmental organizations and communities to communicate the value of biodiversity for it to be integrated in national and local development, sector and fiscal planning processes and practices. UNDP has 300 country level terrestrial and marine ecosystems and biodiversity projects in 120 countries, including sustainable land management projects. These combined with a set of global projects, such as the Biodiversity Finance Initiative, Nature for Development Programme, Green Commodities Programme, linked to country level work, connects people on the ground to the national, regional and global decision makers and influencers, as well as fostering exchange and learning between communities, landscapes, governments in different countries and continents.

Global Policy Centre on Resilient Ecosystems and Desertification

The Nairobi-based Global Policy Centre on Resilient Ecosystems and Desertification (GC-RED) is one of UNDP’s Global Policy Centers. GC-RED contributes to the global efforts to halt and reverse land degradation to help countries achieve the SDG target 15.3 of Land Degradation Neutrality (LDN). The Centre is UNDP’s designated office and liaison for the United Nations Convention to Combat Desertification (UNCCD). The GC-RED areas of work are related to the sustainable management of land, biodiversity and ecosystem services; building resilience capacities to drought and conflict; and mainstreaming poverty-environment objectives in national development frameworks.

The Centre manages three projects – the Global Policy Center (GPC) project, the Poverty-Environment Action for Sustainable Development Goals (PEA) project and the Biodiversity and Ecosystem Services Network (BES-Net) project.

GPC project promotes advanced global thinking and knowledge sharing on sustainable development in drylands and other fragile ecosystems. It covers the activities related natural capital, ecosystems and livelihoods resilience and knowledge management and networking.

PEA project is a joint UNDP-UNEP project, focusing on shifting finance and investment towards environmental sustainability and climate objectives for poverty eradication and improving the environmental sustainability of current investments. The project aims to accelerate poverty-environment mainstreaming by fostering quality investments, especially for least developed countries where the gap in investment is greatest. GC-RED covers UNDP Managing Agent functions for PEA project. UNDP is responsible for overall project financial management, performance monitoring and reporting, evaluation and ensuring achievement of project results with inputs from UNEP technical staff.

BES-Net project is a capacity sharing “network of networks” initiative that promotes dialogue and cooperation between science, policy and practice for effective BES management, contributing to long-term human well-being and sustainable development.

Under the direct supervision and guidance of the GC-RED Operations Associate and the general supervision of the GC-RED Director and the PEA Project Management Specialist, and in full compliance with the UN/UNDP rules, regulations, policies and strategies, the incumbent will provide a wide range of project support services for smooth implementation and management of Center (40% GPC, 50% PEA and 10% BES-Net project) operational responsibilities. The incumbent promotes a client, quality, and results-oriented approach.

This is a project post. Initial appointment against this post is for a period of one year and any extension will be subject to funding availability and incumbent’s performance.

Duties and Responsibilities

Summary of Key Functions:

• Support to administrative and logistical services
• Support to human resources and procurement services
• Support overall operations of the Center

1. Efficient administrative and logistical support for GPC and PEA projects focusing on achievement of the following results:

• Record all the GPC and PEA project reports (hard copy) and uploaded them (soft copy) in the Share Point
• Provide administrative and logistical support for the workshops/meetings, etc.
• Arrange travel, hotel reservation, processing of Daily Subsistence Allowance (DSA), visa requests, identity cards and other documents; purchase of tickets and creating travel requests;
• briefing/debriefing to the project team and the interns on issues relating to area of work; and training on the administrative procedures, as required.
• Follow up with both the GPC and PEA project teams to ensure completion of all the mandatory courses required.
• Full compliance of procurement activities, operations and financial processes with UN/UNDP rules, regulations, policies and strategies.

2. Efficient Human Resources and procurement support for GPC and PEA projects focusing on achievement of the following results:

• Prepare the annual procurement plan and monitoring progress.
• Submit all procurement requests in the ROM portal for approval.
• Facilitate and provide timely support on the procurement process. This includes following up with the UNDP Kenya Country Office (KCO), evaluation panel and contract issuance and amendments.
• Prepare E-requisitions and contracts in and outside Atlas, create all (incl. recurring) Purchase orders (commitments) for contracting of goods and services, vendor creation, maintenance of the filing system under PEA and GC-RED. Purchase orders are created in a timely manner to ensure a correct financial reporting.
• Support on asset management.
• Support on internal control system which ensures that E-requisitions are duly prepared and approved. Purchase orders are closed in a timely manner to avoid affecting the dashboard.
• Update rosters for vendors and consultants.
• Provide timely administrative support to all the recruitment and contract management processes including drafting of standards ToRs, supporting internal coordination processes and drafting of internal notes, liaison on the publication of job adverts, administrative process for recruitment including reporting.

3. Common functions to support overall operations of the Center

• Provide administrative support to the Centre Director and drafting of official communication, preparing minutes of the Policy and Programme Team meetings.
• Provide support to a visit by the BPPS colleagues
• Dealing with the United Nations Office at Nairobi (UNON) or UNDP KCO

Impact of Results

The key results have an impact on the efficiency of GPC, PEA and BES-Net projects. Accurate analysis and presentation of information thoroughly researched, and fully documented work strengthens the capacity of the Center and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

• Uses information/databases/other management systems

Client Orientation

Level 1.1: Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports

Core Competencies:

• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others.
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Required Skills and Experience

Education:

Secondary education with specialized training in procurement and administration;

Experience:

• Minimum four (4) years of relevant administrative, procurement and other project support experiences at national or international level
• Experience in web-based systems/ERP such as Atlas is highly desired
• Experience in the usage of computers and MS Office packages (MS Word, Excel, PowerPoint, etc.) and other computerized applications
• Good writing and communication skills
• Previous work experience with UNDP or renowned international organizations is desired
• Knowledge of IPSAS is desirable

Language Requirements:

Fluency in written and oral communication skills in English is required.

Disclaimer

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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