Background
As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact.
Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team
Under the guidance and supervision of the Administrative Associate, the Registry Clerk provides reliable registry services and supervises other Registry staff. .The post holder will also be responsible for providing support to office operations including management of conference rooms, E-Registry, digital records and electronic document management.
The Registry Clerk demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.
The Registry Clerk demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.
Duties and Responsibilities
Maintenance of the registry system
? Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System
? Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
? Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
? Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files
? Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
? Preparation of correspondence and reports related to registry activities
? Supervision of the Registry support staff
? Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff
? Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System
? Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
? Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
? Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files
? Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
? Preparation of correspondence and reports related to registry activities
? Supervision of the Registry support staff
? Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff
Effective Mail Managament
? Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.
? Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
? Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
Cost recovery for pouch services
? Proper prorating and billing of user agencies.
Effective control of stores operations including replenishment of stocks, safe keeping and issuing of stationery and equipment to the end users twice per week and attends ad hoc emergency requests.
? Procurement planning and execution including raising or receiving requisitions from users, obtaining quotations, prepare price comparison statements and subsequently place orders.
Provision of administrative and logistical support
Administrative support to organization of conferences, workshops, retreats.
? Management of UNDP conferences room.
? Coordinate logistical support to conferences, workshops, meetings at UNDP office
Administrative support to organization of conferences, workshops, retreats.
? Management of UNDP conferences room.
? Coordinate logistical support to conferences, workshops, meetings at UNDP office
E-registry/e-documentation/digital record management
? Administer and maintain electronic registry/electronic documentation/archiving system including conversion of the old archives and recording of incoming and outgoing documents for easy access, in close cooperation with ICT staff, contributing to the streamlining of administrative business processes through computer-based knowledge
? Support to knowledge building and knowledge sharing and implementation of electronic document management system
? With the assistance of ICT staff, maintain backup system for safe storage of record and for ensuring business continuity
? Maintenance of archives, both physical and virtual, making sure files are properly stored and accessible; safe keeping of documents
? Receipt and maintenance of the physical and virtual office circulation, publications and reference documents
? Administer and maintain electronic registry/electronic documentation/archiving system including conversion of the old archives and recording of incoming and outgoing documents for easy access, in close cooperation with ICT staff, contributing to the streamlining of administrative business processes through computer-based knowledge
? Support to knowledge building and knowledge sharing and implementation of electronic document management system
? With the assistance of ICT staff, maintain backup system for safe storage of record and for ensuring business continuity
? Maintenance of archives, both physical and virtual, making sure files are properly stored and accessible; safe keeping of documents
? Receipt and maintenance of the physical and virtual office circulation, publications and reference documents
Competencies
OPERATIONAL EFFECTIVENESS
? Ability to perform a variety of repetitive and routine tasks and duties related to registry
? 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 operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
? Ability to organize and complete multiple tasks by establishing priorities
? 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 operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
? Ability to organize and complete multiple tasks by establishing priorities
MANAGING DATA
? Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
? Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
? Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
? Interprets data, draws conclusions and/or identifies patterns which support the work of others
? Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
? Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
? Interprets data, draws conclusions and/or identifies patterns which support the work of others
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
? 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, ORGANIZING AND MULTI-TASKING
? 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
Promoting learning and knowledge management/sharing is the responsibility of each staff member.
? 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
Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Required Skills and Experience
Education:
• Secondary School education,
Experience:
• 4 years of relevant work experience
• Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.
• Understands the main processes and methods of work in particular electronic document and digital record management
• Is conversant with the digital records and e-registry management systems
Language:
• Good communication and writing skills in English and Kiswahili