Administrative Clerk

Job Posting Organization:
The United Nations Development Programme (UNDP) is the UN’s global development network, established to advocate for change and connect countries to knowledge, experience, and resources to help people build a better life. UNDP operates in 170 countries and territories, working closely with governments and communities to address global and national development challenges. The UNDP Mozambique Country Office is part of this global network, focusing on supporting the country’s development agenda to improve living standards through sustainable development. The formal relationship between the Government of Mozambique and the United Nations system began in 1976, and UNDP has a significant presence in the provinces of Gaza, Sofala, Nampula, and Cabo Delgado, where it has built strong relationships with local authorities, communities, and civil society organizations. The work of UNDP in Mozambique is guided by the United Nations Development Assistance Framework (UNDAF) and emphasizes human development, economic diversification, climate resilience, and inclusive governance.

Job Overview:
The Administrative Clerk position is crucial for providing assistance and support services in key administrative functional areas within the UNDP Mozambique Country Office. The role requires a client-oriented approach, tact, and the ability to work effectively with individuals from diverse national and cultural backgrounds. The Administrative Clerk will work under the direct supervision of the Head of Administration and will be responsible for ensuring effective communication support, efficient travel administration, office maintenance, and clerical support. This position is integral to the smooth operation of the office, facilitating communication and information management, and supporting various administrative tasks that contribute to the overall mission of UNDP in Mozambique.

Duties and Responsibilities:

• Communication Support: Collect, sort, and facilitate the delivery of mails, documents, and other communications to and from UNDP Registries. Maintain organized hard and electronic files for easy access and ensure the safekeeping of confidential materials. Develop and evaluate office files for efficient information retrieval.
• Travel Administrative Support: Assist in travel administration, including logistics for meetings and accommodations. Follow up on travel reports and ensure claims are submitted and verified.
• Office Maintenance and Asset Management: Assist in managing office assets and maintain records for store items. Ensure the stock room is organized and that office equipment is registered before use.
• Clerical Support: Ensure the office is clean and tidy, coordinate with cleaning staff, and provide general clerical and secretarial assistance. Track bills from service providers and submit payment requests. Respond to inquiries and provide cover for the Administrative Assistant as needed. The incumbent may perform other duties as necessary for the efficient functioning of the office.

Required Qualifications:
Completion of secondary education is required. A minimum of 3 years of relevant work experience in administrative tasks is necessary. Proficiency in computer applications and software packages, particularly MS Word and Excel, as well as experience with web-based management systems and ERP systems, is essential. Experience in front office and administrative support is also required. Desired skills include drafting, presentation, and reporting skills, as well as experience in international development agencies and organizing travel.

Educational Background:
The position requires at least a secondary education. Higher education qualifications may be advantageous but are not explicitly stated as a requirement.

Experience:
Candidates must have a minimum of 3 years of relevant work experience in administrative tasks. This experience should include proficiency in administrative support functions, travel logistics, and effective communication within an office environment.

Languages:
Fluency in English and Portuguese is required for this position. Proficiency in additional languages may be considered an asset but is not mandatory.

Additional Notes:
The position is full-time and is based in Maputo, Mozambique. UNDP is an equal opportunity employer and values diversity, encouraging qualified applicants from all backgrounds to apply. The organization is committed to creating an inclusive workplace and does not tolerate harassment or discrimination. UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions. Additionally, UNDP does not charge any fees during the recruitment process.