Administrative Clerk (NPSA-3, 90% part-time)… at UN Women · Belgrade

Tiered Approach

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:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

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.

Duties and Responsibilities

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:

Support to Day-to-Day Project Implementation:

• 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.

Administrative and Communication Support:

• 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.

Support Coordination of Meetings, Events and Field Activities:

• 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.

Support Reporting, Monitoring and Knowledge Management:

• 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 Documentation and Filing:

• 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.

Support knowledge building, knowledge sharing:

• 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.

Institutional Arrangement

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).

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 and Technical Competencies:

• Business Direction & Strategy - Strategic Thinking
  • Develop effective strategies and prioritize plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight.
• Business Direction & 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.
• Business Management - Working with Evidence and Data
  • Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
• Administration & Operations - Building, facilities & office space management
  • Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data.
• Procurement - Procurement Management
  • The ability to acquire goods, services or works from an outside external source
• 2030 Agenda: People - Gender
  • Communication and Advocacy for Gender Equality

Required Skills and Experience

Education:

• Completion of Secondary Education is required.

Experience:

• Minimum 3 years (with Secondary Education) of progressively responsible administrative support experience, preferably in office work, is required.

Desired skills:

• 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.

Languages:

• Fluency in Serbian and English is required.

Important Information

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.

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.