Background

Since the start of the war in 2022, UNDP Ukraine Country Office (CO) has scaled up its programme interventions to support the Government of Ukraine in areas of (a) Democratic Governance and Inclusive Social Fabric, (b) Inclusive and Sustainable Economic Recovery and Growth, and (c) Sustainable Environment and Energy Transformation. With a delivery of USD 273 million in the year 2024, the CO has significantly increased its footprint in Ukraine and is currently the largest UNDP CO globally. The CO has now launched the Country Programme Document (2025-2029) to implement a comprehensive R4 (Reconstruction, Returns, Recovery and Reforms) framework. 

To support the Country Office Operations, UNDP Ukraine invites applications from qualified and motivated Ukrainian professionals for the post of Administrative Clerk.

Under the guidance and supervision of the Administrative Associate, the Administrative Clerk provides support to administrative services ensuring high quality of work, and accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.

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

Duties and Responsibilities

1. Provides administrative support to the UNDP CO, focusing on achievement of the following results:

Assisting with general office and facilities management to ensure its proper operations; Providing support with filing/rearrangement of documents, supplies and stationary, placing orders as required; Distribution of mail/UN pouches between relevant colleagues, sending out mail/pouches as required; Arranging for booking of meeting/conference room(s) as per received requests and maintaining a log for booking, ensuring that the meeting/conference rooms are maintained clean and organized; Maintaining CO car booking tool and conducting floow-up as required; serving as alternative focal point for car booking; Monitoring that the stock of cleaning supplies (toilet rolls, soaps, washing liquid is available and ordering required items as necessary; Daily monitoring of the cleaning services provided by the sub-contracted company;  Ensuring that UNDP CO kitchen equipment is well-maintained; Preparation of documents for payment, if needed; Performing other duties as assigned by the Supervisor.

2. Support knowledge building and sharing in the Country Office through:

Participation in relevant UNDP trainings; Briefing/debriefing of UNDP personnel on issues relating to area of work; Sound contributions to knowledge networks and communities of practice between UN Agencies

3. Ensures mainstreaming of gender equality considerations, promote a safe and enabling environment free of any kind of discrimination and abusive behaviour.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Administrative Clerk provides ongoing administrative assistance and support to UNDP CO under direct supervision of UNDP Administrative Associate.

Competencies

Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies 

Thematic Area Name Definition Business Management Communication Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels. Business Direction and Strategy Effective Decision Making Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications. Ethics UN policy knowledge - ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity. Administration & Operations Documents and Records Management Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Required Skills and Experience

Education:

Secondary education is required.  University degree (Bachelor’s degree) in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or other related fields will be given due consideration but is not a requirement

Experience:

Minimum 4 years (wih Secondary Education) or 1 year (with Bachelor's degree) of progressively responsible experience of working in the field of administration, finance, programme/project support or other relevant fields.

Required skills:

Experience in usage of computers and office software packages.

Desired skills in addition to the competencies covered in the Competencies section:

Previous experience of clerical office support will be considered an asset.  Experience within an international organization. Experience with handling minor procurement and/or preparation of basic payment. Experience with document management systems and boking tools. 

Required Language(s) :

Fluency in Ukrainian and English is required.  Any other UN language will be considered an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process.