UNDP partners with the Global Fund to support and strengthen national responses to HIV, Tuberculosis and malaria. The objective is to ensure access to quality health services for all and enable all those living or affected by the diseases to live healthy, productive lives. The partnership leverages UNDP’s mandate to strengthened institutions to deliver universal access to basic services and rebuilding resilient health services in crisis and post-crisis settings.

• UNDP supports the implementation of Global Fund programmes on an interim basis in countries facing significant capacity constraints, complex emergencies, donor sanctions, or other difficult circumstances;
• Develops national capacity and strengthens national systems to gradually reduce the need for UNDP implementation support and to transfer the role of Principal Recipient to national entities when circumstances permit;
• And transforms national responses to the 3 diseases by providing policy and technical support in areas of UNDP expertise and mandate, such as human rights and gender equality, sustainable financing and environmental sustainability, and reaching key populations at higher risk

In South Sudan, UNDP has been the Principal Recipient (PR) of the Global Fund grants on behalf of the Government of South Sudan since 2004. Since then, working in partnership the Ministry of Health, UNDP has been managing the Global Fund HIV, TB and Health Systems Strengthening grants in South Sudan. The grants are aimed at providing TB and HIV services and strengthening the country’s overall health system.

One of the key activities under the South Sudan grants is to strengthen the national supply chain management system to ensure the safe and effective use of medicine for improved health standards. A review of the pharmaceutical sector revealed serious capacity gaps in medicine procurement, storage, distribution and utilization in South Sudan. In view of the projected scale up of health services by the government of South Sudan, these gaps pose a major risk to the HIV and TB Programme outcomes without sufficient procurement and supply chain management capacity within the Programme Management Unit. To address some of the gaps, the PMU intends to recruit one (1) Warehouse Clerk to support the Supply Chain Management System.

Summary of key functions:

• Provision of administrative and logistical support
• Provision of support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

Key day to day responsibilities:

Under the overall guidance of the Procurement and Supply Chain Management Specialist, and direct supervision of the Warehouse Manager, the Warehouse Clerk will be responsible for the following key tasks:

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to preparation of administrative team results-oriented workplans.
• Provides administrative and logistical support, focusing on achievement of the following results:
• Receipt of shipments, customs clearance documents for Good Receipt Notes generation and ensure their filling
• Preparations and processing of shipping documents for commodities
• Mange document structuring to ensure easy finding and retrieval when required (by category, according to content, dates etc.).
• Manage all user requests related to document positioning, finding and retrieval.
• Inspect the filing section periodically to ensure records are categorized properly and are being maintained in a good condition
• Extracting, inputting, copying and filing data from various sources
• Digitize all necessary documentation for electronic storage.
• Follow policies and confidentiality dictations to safeguard data and information
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
• Monitor inventory of office stationaries and cleaning materials, make request for re-supply

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Collection of information on assets management, maintenance of records and files on assets management.
• Maintenance of files and records relevant to office maintenance.

Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration
• Contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key impact of the post will be the achievement of project results as per the agreed project document and work plan. It will also ensure that programme health products are stored in compliance with international standards.

V. Competencies

Operational Effectiveness

• Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
• Ability to organize and complete multiple tasks by establishing priorities

Managing Documents, Correspondence and Reports

• Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
• Shows sound grasp of grammar, spelling and structure in the required language
• Ensures correspondence, reports and documents comply with established UN standards
• Ability to produce accurate and well documented records conforming to the required standard

Planning, Organising and Multitasking

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Education:

• Minimum of 6 years with High school

Experience;

• Have 5 years’ experience in clerk operations
• Have worked in a warehouse and supply chain management environment will be an asset
• Experience of UN or UNDP operations and policies is an asset
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.)

Language Requirements:

• Good command of written and spoken English.

Kindly note that this vacancy announcement is for qualified South Sudanese nationals only

To start the application process, applicants are required to register at http://jobs.undp.org by creating a personal profile and completing UNDP Personal History Form. Please note that UNDP only accepts degrees from accredited educational institutions. Only applications received through http://jobs.undp.org will be considered and applications received after closing date will not be considered. Due to the large number of applications received for UNDP South Sudan vacancies, only applicants short-listed for written test and interview will be contacted.

General Information

UNDP is committed to gender equality in its mandate and its staffs and encourages applications from qualified female candidates and persons with disabilities.

UNDP is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for and commitment to human rights, diversity, and non-violent means of dealing with all kinds of conflict. UNDP staff are expected to uphold these values at all times, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for UNDP jobs.

UNDP has zero tolerance of sexual abuse, abuse of authority and exploitation.

The United Nations does not charge fees at any stage of the recruitment process (application, testing, interviewing, etc). The United Nations does not concern itself with information related to bank accounts.