1.     Position Information

Office/Unit/Project: UNDP Iran
Title:  Administrative Support Clerk
Level: NPSA-4
Duty station (City and Country): Tehran, Iran
Type (Regular or Short term): Short-Term
Office- or Home-based: Office Based
Expected starting date: 1-Sep-2025
Expected Duration: Up to six months in a year (depending on forthcoming needs)
 

2.  Office/Unit/Project Description

UNDP works to support achievement of its strategic objectives to create a world where people and planet thrive together, and to help the Country Offices act with both ambition and scale to address urgent climate and other environmental challenges of global, regional and national level.

UNDP in Iran: In I.R. Iran, UNDP has been working since 1966 to contribute to fulfil the country’s development aspirations – as a partner of the Government of Iran. UNDP has also been engaging closely with other development partners, such as academic institutions and the private sector, by providing knowledge products, technical assistance, and innovative development solutions for more than 50 years. 

UNDP fulfils its development mandate by developing and implementing initiatives mobilizing resources in the following three areas: Environmentally Sustainable Development, Health and Development, and Resilient Economy (socio-economic). UNDP takes forward the existing portfolio and builds on it to take different ongoing initiatives to scale.

The Administrative Support Clerk 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.

Applicant information about UNDP rosters:

This is a national Roster for UNDP Iran Country Office. 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. Being selected for the Roster does not guarantee a placement. Candidates placed on the Roster will be reviewed when a relevant position becomes available.

Contracting Arrangements:

1. Successful candidates will be included in UNDP Iran Roster of Administrative Support Clerk for a period of 36 months. Entry into the Roster system does not necessarily mean that a contract with UNDP is guaranteed. This will depend on forthcoming needs.
2. When a request for services arises for this type of position, UNDP shall directly contract the NPSA holder from the Roster without the need for further selection processes. 

3.  Scope of Work 

The incumbent will provide backstopping support to Executive Associate to UNDP Iran Resident Representative and Deputy Resident Representative and also to Programme and Operations Units personnel, performing a wide range of office, programme and administrative support as follows: 

1. Correspondence management, including verbal and written translation as well as communication of incoming/outgoing correspondence and follow up with the relevant units
2. Liaison with the Focal Points at the state institutions and else programme partners and stakeholders and close coordination to ensure timely follow up and response, in line with the established protocols
3. Perform clerical and office support functions, such as photocopying, preparations for meetings/workshops, developing and disseminating meeting minutes, etc.
4. Provide administrative support for management/maintenance of filing systems including scanning and digitizing the requested files and documents
5. Provide administrative support for management/maintenance of assigned databases including through regular communications (by emails or phone calls) with the respective group
6. Support collecting and compiling project specific references, materials, excerpt from reports and else knowledge products for development of presentations, project briefs, communication materials, visualization and etc.
7. Support development of workflows, Gantt charts and else process flows under the guidance of respective Country Office personnel

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

Supervisory/Managerial Responsibilities: None

4. Institutional Arrangement

Under the general guidance of UNDP Iran Resident Representative and Deputy Resident Representative and the direct supervision of the requesting unit manager the Administrative Support Clerk provides support to administrative services ensuring high quality of work, and accurate, timely and properly recorded/documented service delivery. The Administrative Support Clerk promotes a client, quality and results-oriented approach.

5. Competencies

Core Competencies:

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:

Business Development

• Human-centered Design:
  • Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process

Business Management

• Communication: 
  • Ability to 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
• 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.
     

Administration & Operations

• Documents and records management:
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• Events management (including retreats, trainings and meetings)
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursement, etc.

6. Minimum Qualifications of the Successful NPSA

Min. Education Requirements:

• Secondary Education is required
• University Degree in Business Administration, Public Administration, Management, English Translation, or equivalent fields will be given due consideration, but it is not a requirement.

Min. Years of Relevant Work Experience:

• Minimum 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant experience in administration or programme support services.

Required Skills:

• Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.

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

• Knowledge and experience of working within the UN system, International Organizations, or INGOs is desired.
• Prior experience working as an assistant to senior executives is an added advantage.
• Previous admin background in event coordination, office management, records management/filing system management, etc. is an added advantage.
• Experience in translating between English and Farsi is an added advantage.

Required Language(s):

Fluency in English and Persian (Farsi)