ADMIN CLERK - PROTOCOL & CUSTOMS CLEARANCE (Addis Ababa) - UNDP

Background

Under the guidance and direct supervision of the Operations Manager, the Administrative Clerk (Protocol/Customs Clearance) provides support to administrative services related to Protocol and Customs Clearance, ensuring high quality of work, accuracy, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach consistent with UNDP rules and regulations. The Administrative Clerk works in close collaboration with the operations, programme and projects’ staff in the CO, RSC and with UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: Implementation of operational strategies Provision of administrative and logistical support Maintains excellent relations with relevant national authorities Support to knowledge building and knowledge sharing Duties and responsibilities: 1. Ensures implementation of operations strategies focusing on achievement of the following results: Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies; Provision of inputs to the CO operation business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Protocol, Customs and Clearance in consultation with the supervisor. 2. Support to administrative processes focusing on achievement of the following results: Responsibility for receipt, supervision of customs clearance arrangements, preparation of documents for UNDP shipments (received/ sent), arrangements for shipments. Timely preparation of all the necessary documentation, implementation of follow-up actions, drafting correspondence related to protocol/customs/clearance; Regular follow-up with national authorities to ensure that shipments are quickly released; Follow-up with national authorities on non-received shipments/luggage; Preparation of routine correspondence, faxes, memoranda and reports related to shipments/customs/clearance, in accordance with Office Standard Operating Procedures. 3. Maintains Excellent relationships with customs authorities, aiming at obtaining the following results: Information on the national rules regarding protocol, customs and clearance are updated at all times; Sharing with the CO Management and the international staff/project personnel of the information regarding protocol, customs and import/export rules; The protocol/customs operations are conducted smoothly and with a minimum of difficulty/time. 4. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results: Participation in the trainings for the operations/project staff; Contributions to knowledge networks and communities of practice.

Competencies

Core Competencies: Demonstrates commitment to UNDP’s mission, vision and values Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies:        Knowledge Management and Learning Shares knowledge and experience Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness Ability to perform a variety of standard tasks related to logistics Good knowledge of UNDP General Administration Manual Strong IT skills Ability to provide input to business processes re-engineering, implementation of new system Leadership and Self-Management Focuses on result for the client and responds positively to feedback Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humored even under pressure

Required Skills and Experience

Education:  Secondary Education with specialized training in administration. Work experience and skills:  At least 4 years of relevant administrative experience is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web based management systems. Languages: Apply HERE