In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:
Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.
The Project supports the Ministry of Construction, Transport and Infrastructure (MCTI) to strengthen administrative capacity and at the same time support the MCTI in their work with other relevant state institutions and state-owned companies to plan for and deliver construction and infrastructure investment projects of strategic importance by further enhancing MCTI`s policy planning, project development and other relevant capacities.
The Project will address increasing capacities of MCTI to deliver large strategic investment projects in construction, transport and infrastructure areas that are managed in well-coordinated, transparent, efficient and quality manner.
To ensure a timely and impactful implementation, a Project Implementation Unit (PIU) has been established.
To successfully contribute to the overall project objectives, an Administrative Clerk will be engaged. This position will ensure results oriented, effective, efficient and accountable implementation of the Project activities and achievement of Project results.
Under the supervision of the Project Analyst - Engineer, the Administrative Clerk will be responsible to ensure smooth day-to-day project operations by handling administrative procedures, coordinating event logistics, maintaining efficient filing systems, and supporting the team in drafting reports and meeting minutes.
The duties of the Administrative Clerk will include:
- Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans.
- Provide support to consultants in the implementation of their tasks for achieving project results.
- When necessary, work together with the Project Team.
- Maintain project correspondence and communication.
- Collect, register and maintain all information on project activities.
- Support project counterparts on applicable administrative procedures and ensure their proper implementation.
- Prepare agendas and arrange field visits, appointments and meetings related to project activities.
- Assist in logistical organization of meetings, trainings and workshops.
- Draft minutes of Project Board and other project-related meetings.
- Write minutes from internal and external meetings.
- Contribute to the preparation and implementation of progress reports.
- Assist the Project Team in matters related to monitoring, evaluation and knowledge management.
- Support research and turn information into useful knowledge relevant for project needs.
- Support all project documentation (progress reports, consulting and technical reports, minutes, etc.) is properly maintained in hard and electronic copies.
- Maintain an efficient and readily accessible filing system.
- Make sound contributions to knowledge networks and communities of practice.
- Support compiling and systematizing project knowledge, products, and tools as well as their wide distribution to partners
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
The Administrative Clerk will work under the overall guidance and supervision of the Project Analyst - Engineer and in cooperation with the National Project Director (NDP) and the Ministry of Construction, Transport and Infrastucture (MCTI).
Completion of Secondary Education is required.
Minimum 3 years (with Secondary Education) of progressively responsible administrative support experience, preferably in office work, is required.
- Experience in implementation of project activities;
- Experience in administration, finance-admin processes, logistics;
- Experience in relations with different target groups and stakeholders – private sector, public sector, civil society;
- Experience in UN agencies or other international organisations or government settings;
- Excellent information technology skills, including word processing, database applications, presentation software, and internet.;
- University degree (bachelor’s degree) in Social or Natural Sciences, Engineering , Management, Business Administration, Economics, Law, Political Science or related field.
- Fluency in Serbian and English is required.
The online application form must be fully completed. Applicants are required to carefully complete their online application form and reflect all of their work experience history in the application.
Only attaching a CV is not sufficient for applicants to be considered for positions. All applicants have to complete the Experience, Education, Language, and Nationality & Permanent Residence fields fully.
Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.
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.
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.
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.
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