Administrative Assistant (Open to all applicants)

About the Role

The Administrative Clerk, under the guidance of the Asset Management Associate (G-7), ensures the delivery of essential registry and logistics services supporting UNDP Headquarters and Country Offices. This role is responsible for the timely and accurate distribution of pouch and mail, protocol-related services, and operational support in logistics, asset management, and the UNDP Headquarters Consolidation Project. The position requires a full-time presence in the New York HQ office.

Responsibilities

• Ensure the smooth and efficient functioning of the Business Solutions Team, maintaining high-quality, efficient, and compliant service delivery in:
• Pouch and Mail Operations
• Protocol services
• Logistics services
• Asset Management at HQ
• Follow-up on deliverables from maintenance, messenger, and cleaning services
• Archiving
• Administrative tasks requested by the Director of OGO
• Support knowledge building and sharing, including:
• Providing expertise in areas of responsibility, including standards and processes
• Encoding staff ground passes, reviewing documents, and updating access
• Perform other duties as necessary for the efficient functioning of the Office and the Organization.

Requirements

• Secondary education is required; a bachelor’s degree in Business Administration, Public Administration, Social Sciences, Management, Finance, or equivalent is desirable but not mandatory.
• Minimum 3 years of administrative experience with secondary education; no experience required with a bachelor’s degree.
• Proficiency in using computers, office software packages (MS Word, Excel), and web-based management systems like ERP.
• Experience with SharePoint or other records management systems is desired.
• Fluency in English is required.

Qualifications

• Core competencies in achieving results, thinking innovatively, learning continuously, adapting with agility, acting with determination, engaging and partnering, and enabling diversity and inclusion.
• Technical skills in administration, business development, business management, and communication.

Skills

• Document and records management, including registry and retention policies.
• Ability to research and generate knowledge, apply concepts to new situations, and develop workable solutions.
• Customer satisfaction and client management, including timely and appropriate responses.
• Business acumen and understanding of operational frameworks.
• Registry and correspondence management, including mail and pouch handling.
• Clear and concise communication, tailored to different audiences.

UNDP is an equal opportunity employer committed to diversity, inclusion, and a harassment-free workplace. All candidates undergo relevant checks and are expected to adhere to UNDP’s standards and principles.