Jobs - 51565- REGISTRY CLERK

REGISTRY CLERK - UNFPA

Location :

Abuja, NIGERIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

27-Nov-14 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

Initial duration of one year

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The United Nations Population Fund (UNFPA), the leading UN organization in Reproductive Health and Population and Development is recruiting personnel for the position in the Country Office.

Duties and Responsibilities

Under the direct supervision of the Operations Manager, the incumbent performs the following duties:-

Ensures maintenance of registry system focusing on achievement of the following results:

Maintenance of the office filing system in accordance with the UNFPA 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 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

Ensures provision of effective mail management focusing on achievement of the following results:

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.

Ensures cost recovery for pouch/courier services focusing on achievement of the following results:

Provision of information for proper prorating and billing of Units
Follow up with Units to ensure reimbursement of the courier charges

Competencies

Competencies and Critical Success Factors:

Corporate Competencies:

Demonstrates commitment to UNFPA mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:
Knowledge Management and Learning

Shares knowledge and experience
Provides helpful feedback and advice to others in the office

Development and Operational Effectiveness

Demonstrates good IT skills
Good knowledge of UNFPA global filing system
Understanding of UNFPA operations procedures

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Responds positively to critical feedback and different points of view

Required Skills and Experience

The ideal candidate should:

Be a Nigerian National, (Male or Female)
Diploma in Business Administration, Secretarial Administration or Records Management. Some typing skills required and knowledge of sound record-keeping procedures
Possess at least 4 years cognate experience.
Have a good knowledge of the UN system
Possess good oral and writing skills in English
Have demonstrated a sense of integrity in the discharge of their duties.

United Nations Considerations:

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

No fee:

The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicant's bank accounts.

The UN is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.