General Services Clerk NPSA 4 at UNDP

Amman, Amman, Jordan -

Full Time

Start Date

Immediate

Expiry Date

19 Aug, 26

Salary

0.0

Posted On

21 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Premises Management, Registry Services, Government Liaison, Fleet Coordination, MS Office, English Fluency, Arabic Fluency, Records Management, Customs Clearance, Logistics, Administrative Support, Facility Maintenance, Communication, Customer Service, Event Management, Document Archiving

Industry

International Affairs

Description

Background As part of the global development system, UNDP Jordan focuses on supporting national efforts toward inclusive growth, resilience, and sustainable development, in line with the Sustainable Development Goals (SDGs) and national development priorities. The UNDP Country Office implements a wide range of programmes and projects addressing governance, social cohesion, economic development, climate action, and institutional capacity building. The Operations Unit plays a critical role in ensuring the efficient delivery of administrative, financial, procurement, and logistical services to support programme implementation. Within this framework, the General Services function ensures effective management of common premises, administrative services, government liaison functions, and transportation services to support the smooth functioning of the Country Office. Duties and Responsibilities Under the direct supervision of the Administrative Analyst (NOA), the general services Clerk supports the delivery of efficient and compliant administrative services within the UNDP Country Office. The incumbent ensures the smooth implementation of administrative processes and provides support across common premises management, registry services, government liaison functions, and fleet coordination in accordance with UNDP rules and procedures. The incumbent performs the following functions: 1. Support the Management of Common Premises and Facilities * Assist in the day-to-day administration of office premises and common facilities. * Coordinate routine maintenance activities, minor repairs, and facility services. * Assist in following up on service delivery related to cleaning, maintenance, and facility services. * Maintain records related to premises management, maintenance requests, and service provision. * Support compliance with corporate standards related to occupational safety, security, and office environment management. 2. Provide Registry and Mail Management Services * Manage incoming and outgoing mail and ensure timely distribution of official correspondence. * Maintain registry records and ensure proper documentation and filing in line with UNDP records management procedures. * Track and archive official documents and correspondence in both physical and electronic systems. * Ensure confidentiality and proper handling of official records and documentation. 3. Support Government Liaison and Administrative Transactions * Facilitate administrative processes with government entities for international personnel, including residency permits, visas, and related documentation. * Coordinate customs clearance procedures for official shipments, equipment, and supplies. * Maintain updated records and tracking systems for residency permits and customs documentation. * Support communication with relevant government authorities under the guidance of the supervision. 4. Support Fleet and Transportation Coordination * Coordinate daily transportation requests and scheduling of drivers. * Maintain records related to vehicle usage, maintenance schedules, insurance, and documentation. * Assist in administrative monitoring vehicle condition and ensuring compliance with UNDP fleet management procedures. * Support the implementation of safe and efficient transportation services for office operations. 5. Support Administrative Coordination, Service Delivery and knowledge sharing * Maintain administrative records, logs, and tracking tools related to services provided by the General Services Unit. * Maintain records and tracking tools related to services provided by the General Services Unit. * Perform other administrative and operational tasks as assigned by the supervisor. * Synthesize lessons learned and best practices in procurement. · Make sound contributions 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. Institutional Arrangement The General Services Clerk will work under the direct supervision of the Administrative Analyst (NOA) within the Operations Unit and will coordinate closely with programme teams, operations personnel, and relevant government counterparts to ensure the efficient delivery of administrative services. Competencies . Core Competencies: Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: 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 & Technical competencies Thematic Area Name Definition Business Development Knowledge Generation Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations. Business Management Communication Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. ‡Ability to manage communications internally and externally, through media, social media and other appropriate channels. Administration & Operations Vehicle management Knowledge of policy & procedures on fleet management 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 fulfil 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. Administration & Operations Registry & correspondence Management Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving Administration & Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Required Skills and Experience Education: Secondary Education is required. Or A university degree in Business Administration, Social Science, Management or any other related field or equivalent 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 experience in programme support and operational-related tasks is required. Required skills * Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet software. * Fluency English and Arabic is required. Desired skills in addition to the competencies covered in the Competencies section * Experience within UN agencies is desirable. * Demonstrated capacity to communicate fluently with different stakeholders (Government authorities, Development Partners, civil society, etc.). * Experience in supporting fleet management * Experience in general administration and logistics 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. 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. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] 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.

Responsibilities

The General Services Clerk provides administrative support for office premises, registry services, and fleet coordination. They also facilitate government liaison functions, including residency permits and customs clearance for the UNDP Country Office.