Under the overall guidance of the Programme Analyst/Programme Associate, the Programme Clerk provides programme support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.
The Programme Assistant works in close collaboration with the Management Support and Business Development, Operations, Programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.
Functions / Key Results Expected
Summary of Key Functions:
Support to CO Programme
Support to knowledge building and knowledge sharing
Provides effective support to the CO programme focusing on achievement of the following results:
Collection and presentation of background information on CO programme.
Provision of inputs to preparation of the team results-oriented workplans
Presentation of information/ documentation for audit of NEX projects.
Administrative support to organization of conferences, workshops, retreats and other events
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
Extracting, inputting, copying and filing data from various sources.
Maintenance of files in the Programme Unit/ hardcopy and electronic filing of all supporting documentation, project documents
Assistance in proper control of the supporting documents for payments and financial reports for NEX projects
Supports knowledge building and knowledge sharing in the CO 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.
Impact of Results
Accurate data entry and financial information have an impact on the quality and implementation of the UNDP programme.
Ability to perform a variety of repetitive and routine tasks and duties related to programme support
Ability to review data, identify and adjust discrepancies
Ability to handle a large volume of work possibly under time constraints
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
Ability to organize and complete multiple tasks by establishing priorities
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
Interprets data, draws conclusions and/or identifies patterns which support the work of others
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
Promoting learning and knowledge management/sharing is the responsibility of each staff member.