Administrative Assistant (Open to all applicants)

UNDP; New York (NY); On-site; USD 48,000 - 64,000; Full time

Job summary

UNDP HQ in New York seeks an Administrative Clerk to support the registry and logistics services, including pouch/mail distribution and protocol-related ground passes. The role also assists asset management and core operational functions, contributing to the Business Solutions Team and OGO.

The position requires full-time presence at the New York headquarters. The successful candidate will have strong computer skills (Word, Excel) and experience with ERP or SharePoint, with at least three years

Qualifications

• Requires secondary education; a bachelor's degree is desirable but not mandatory.
• Proficient computer skills including MS Word and Excel.
• Experience with ERP or web-based management systems is essential.
• Experience with SharePoint or other record-management systems is desirable.

Responsibilities

• Support daily operational activities within the Business Solutions Team.
• Manage pouch and mail operations, process logistics and archiving.
• Support protocol services including ground passes encoding and access updates.
• Assist asset management and general administrative processes.
• Provide office support as requested by the Director of OGO.

Skills

Achieve Results

Think Innovatively

Learn Continuously

Adapt with Agility

Act with Determination

Engage and Partner

Enable Diversity

Document & Records Management

Knowledge Generation

Customer Satisfaction

Business Acumen

Registry & Correspondence Management

Communication

Education

Secondary education required

Bachelor's degree desirable

Tools

MS Word

MS Excel

ERP systems

SharePoint

Job description

Organizational context

The United Nations Development Programme (UNDP) is the UN's global development network, operating in 170 countries. The Office of General Operations (OGO) at Headquarters in New York provides essential operational services, including global management of premises, assets, travel, and transactional business services. The Business Solutions team within OGO offers transactional support across various operational areas.

Job purpose

The Administrative Clerk ensures the delivery of essential registry and logistics services supporting UNDP Headquarters and Country Offices, under the guidance of the Asset Management Associate. This role is crucial for the timely and accurate distribution of pouch and mail, maintaining an effective registry system, and providing protocol-related services like ground pass encoding. The incumbent will also support asset management and core operational functions, contributing to the smooth functioning of the Business Solutions Team and OGO's overall service delivery. The position requires full-time presence at the New York HQ office.

Responsibilities

Support daily operational activities within the Business Solutions Team, ensuring high-quality, efficient, and compliant service delivery. Key areas include Pouch and Mail Operations, Protocol services, Logistics services, and supporting Asset Management at HQ. Responsibilities also involve following up on deliverables from maintenance, messenger, and cleaning crews, managing archiving processes, and providing administrative support as requested by the Director of OGO. Additionally, the role includes encoding staff ground passes by reviewing documents, confirming details, and updating access, and performing other duties as necessary for the efficient functioning of the office.

Education

Secondary education is required. A university degree (bachelor's) in a relevant field is desirable but not mandatory. No specific certifications are mentioned as required.

Work experience

A minimum of 3 years of experience in an administrative capacity is required if possessing secondary education. No experience is required if holding a bachelor's degree. Proficiency in computer and office software packages (MS Word, Excel) and knowledge of web-based management systems like ERP are essential. Experience with SharePoint or other record management systems, and supporting operational/administrative processes, is desired.

Skills

Achieve Results, Think Innovatively, Learn Continuously, Adapt with Agility, Act with Determination, Engage and Partner, Enable Diversity and Inclusion, Document and Records Management, Knowledge Generation, Customer Satisfaction/Client Management, Business Acumen, Registry & Correspondence Management, Communication.

Required languages

English