Programme Clerk

Τομέας/Κατηγορία Εργασίας: Άλλα, Διοίκηση επιχειρήσεων
Τύπος Απασχόλησης: Προσωρινή Απασχόληση
Τοποθεσία: Λευκωσία Λευκωσία Λευκωσία Λευκωσία , Κύπρος Κύπρος Κύπρος Κύπρος
Δημοσιεύτηκε πριν από: 1 εβδομάδα
Λήγει σε 7 ημέρες
Αριθμός Αναφοράς: FJ26310

Περιγραφή Θέσης

UNDP in Cyprus works to support the ongoing peace and confidence building process by promoting initiatives that encourage dialogue and cooperation between the communities of Cyprus. UNDP works in support of different bi-communal Technical Committees in the implementation of their confidence building measures. Our main partners are: The Technical Committee on Cultural Heritage (TCCH), the Committee on Missing Persons in Cyprus (CMP) and the Technical Committee on Crossings (TCC). Through cultural heritage conservation projects, community engagement initiatives and large infrastructure and urban upgrading projects we aim to support both political peace-making and practical confidence building processes. More recently UNDP will establish a new mechanism, namely the “Local Infrastructure Facility” (LIF) to coordinate and support the implementation of EU funded infrastructure projects in the northern part of Cyprus.

 

Under the overall guidance of the Operations Manager, the Programme Clerk provides programme support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.

 

The Programme Clerk works in close collaboration with the Operations and Programme staff in the office and UNDP HQ as required to exchange information and support programme delivery.

 

Duties and Responsibilities

Summary of key functions:

  • Maintenance of the registry/archive/filing system (including both paper-based and electronic documents)
  • Support to paperless office electronic archiving including
  • Support to knowledge building and knowledge sharing

 

Ensures maintenance of registry/archive/filing system (including both paper-based and electronic) focusing on achievement of the following results:

  • Maintenance of the office filing system in accordance with the UNDP Global Filing System and support office staff for required filings.
  • Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
  • Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents.
  • Provision of copies of material from the registry files, as requested by staff.
  • Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
  • Extracting, inputting, copying and filing data from various sources.
  • Support in preparation/update of Standard Operating Procedure for an electronic registry/archive system aiming paperless office.
  • Creation and maintenance of an electronic registry/archive system.
  • Conversion of paper-based documents into electronic documents (scanning, taxonomy/classification, naming convention).

 

Provides administrative support, focusing on achievement of the following results:

  • Follow up on deadlines, commitments made, and actions taken.
  • Interaction with vendors, visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
  • Support to local shopping processes.
  • Preparation of routine correspondence, memoranda and reports.
  • Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.
  • Unofficial translation of simple correspondences, when needed.
  • Support in office inventory management.
  • Support in cost recovery (personal mileage / phone use) reconciliations.
  • Any other duty assigned.

 

Ensures facilitation of knowledge building and knowledge sharing in the office, focusing on achievement of the following results:

  • Participation in the trainings for the operations / projects staff on programme.
  • Contributions to knowledge networks and communities of practice.

 

 

Competencies

Core

 

Innovation

Ability to make new and useful ideas work

 

Leadership

Ability to persuade others to follow

 

People Management

Ability to improve performance and satisfaction

 

Communication

Ability to listen, adapt, persuade and transform

 

Delivery

Ability to get things done

 

Technical/Functional

Primary

 

Anti-Corruption

Knowledge of anti-corruption concepts, principles and policies and the ability to apply in strategic and/or practical situations

 

Managing Data

– Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases

– Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative

– Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy

 

Managing Documents, Correspondence and Reports

– Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software

– Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction

– Shows sound grasp of grammar, spelling and structure in the required language

– Ensures correspondence, reports and documents comply with established UN standards

– Ability to produce accurate and well documented records conforming to the required standard

 

Planning, Organizing and Multi-Tasking

– Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships

– Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines

– Demonstrates ability to quickly shift from one task to another to meet multiple support needs

– Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

 

Operational Effectiveness

– Ability to perform a variety of repetitive and routine tasks and duties related to general administration support

– Ability to review data, identify and adjust discrepancies

– Good knowledge of administrative rules and regulations

– Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required

– Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service 

 

Secondary

Knowledge Management

Ability to efficiently handle and share information and knowledge

 

Required Skills and Experience

Education:

Secondary Education

OR

Bachelor’s degree in Finance, Business or Public Administration or any other relevant field is required

 

Experience:

– Secondary education with 4 years of relevant administrative experience

OR

– Bachelor’s degree with 1 year of relevant administrative experience is required.

– Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages is required

– Knowledge of web-based management systems is an asset.

– Knowledge of project implementation is an asset.

 

Language Requirements:

Fluency in English is required.

Fluency in Greek or Turkish is required.

Λευκωσία Λευκωσία Λευκωσία Λευκωσία , Κύπρος Κύπρος Κύπρος Κύπρος