UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). In addition to multi-lateral and bi-lateral partnerships, UNDP provides countries with specialized integrated technical services for eligibility assessment, programme/project formulation and implementation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services.

The UNDP Country Office (CO) in Brazil is a key development partner of the Brazilian government and supports national and sub-national public and private sector institutions and civil society to achieve a more sustainable and inclusive society by strengthening democratic institutions, improvement of governance effectiveness, reduction of poverty and inequalities and addressing climate change and biodiversity issues.

In the pursuit of aligning organizational resources with UNDP strategic objectives and serving as the overarching framework to propel the operational reform agenda and streamline the United Nations’ (UN) operational presence in Brazil, the Country Office (CO) has structured its functional organization into three primary domains: the management support functions, the Programme team, and the Operations Team. The Operations Team is further comprised of units encompassing Finance, Human Resources (HR), Support to Projects, and the Common Back Office (CBO), which encompasses common services for the UN House, including Information and Communication Technology (ICT), Administration and Logistics, Procurement and Travel, and HR services tailored for UN entities and protocol. All of these units bear the responsibility for ensuring the adherence to UN principles and UNDP policies and procedures in the realm of operational functions.

The Operations Team plays a pivotal role in enhancing the efficacy of UN operational services and UNDP Brazil. It does so by crafting a comprehensive service delivery platform aimed at providing operational solutions to all UN entities and UNDP programs and projects. Moreover, it coordinates operational services and explores their potential expansion to the UN Common Back Office.

Under the overall guidance of UNDP Brazil CO Operations Manager (OM) and the direct supervision of the Administrative Associate – CBO, the Administrative Clerk – CBO assumes responsibility for carrying out a spectrum of interconnected operational and logistical activities within the CO. This role demands a commitment to upholding high quality standards and precision in all tasks undertaken. The Administrative Clerk – CBO assists with management of the UN House, administers and executes processes and transactions, ensuring high quality and accuracy of work aligned with the greening the blue principles. The incumbent will also promote a client, quality, and results-oriented approach.

The Administrative Clerk – CBO is dedicated to fostering a client-centric, quality-focused, and results-oriented approach. Close collaboration is maintained with UNDP Operations, Programme, and project personnel within the CO, as well as the UN Operational Management Team (OMT) and UN entity staff to facilitate the exchange of information and ensure the consistent delivery of services.

Furthermore, the Administrative Clerk – CBO, operating under the overall guidance and direct supervision of the Administrative Associate – CBO, contributes to the comprehensive management of the UN House. The Administrative Clerk – CBO is responsible for providing assistance to the administration and execution of processes and transactions pertaining to UNDP Administrative and Logistics matters, consistently upholding high standards of quality and accuracy, in alignment with sustainability principles outlined in the “greening the blue” initiative. 

The incumbent will be dedicated to fostering a client-centric, quality-focused, and results-oriented approach. I want you to know that collaborative efforts are maintained with the members of the CBO Management team, the OMT, and relevant UN personnel within the UN House to facilitate the exchange of information and ensure the consistent delivery of services.

The Administrative Clerk – CBO works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and responsibilities:

• Support implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality:
  • Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Provide inputs to preparation of administrative team results-oriented workplans.
• Provide support for Assets Management.
  • Collect information on assets management; and maintain records and files on assets management.
• Provide support for effective administrative and financial control in the Country Office.
  • Extract, input, copy and file data from various sources.
  • Review travel authorizations, documentation, and payments.
  • Review and verify documents on vendor creation set-up information in ERP.
• Provide appropriate and required administrative and logistical services to the Country Office, as assigned.
  • Serve as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.
  • Take receipt of shipments, arrange customs clearances, prepare documents/ documentation for UNDP shipments (received/sent), and arrange shipments. Implement follow-up actions, and draft correspondence related to shipments/customs clearance.
  • Arrange travel and hotel reservations, prepare travel authorizations. When requested, collect information for DSA, travel agencies and other administrative surveys.
  • Maintain files and records relevant to office maintenance and for Administrative Unit. Check vehicle logs and prepare draft vehicle history reports and maintenance plans.
  • Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
  • Provide administrative support to organization of conferences, workshops, retreats.
  • Prepare routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
• Support knowledge building and sharing in the Country Office. 
  • Help organize and participate in training for the operations/projects staff on administration.
  • Provide 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
   

• 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.
• Documents and records management
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• UN travel documents
  • Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.
• Management of shipments
  • Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
• Events management (including retreats, trainings and meetings)
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Assets management
  • Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information