UNDP Jobs - 56650- Registry Clerk

Registry Clerk

Location :

Suva, FIJI

Type of Contract :

TA Local

Starting Date :

08-Jun-2015

Application Deadline :

27-May-15 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

3 months

Languages Required :

English

Expected Duration of Assignment :

3 months

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

Under the guidance and supervision of the HRAS Team Leader, the Registry Clerk will provide reliable registry services for the UNDP Fiji Multi Country Office and other UN Agencies in Fiji; and provide ICT and administrative support services to the UNDP Fiji MCO. The Registry Clerk will manage courier services, stationary and supplies services; maintain an up-to-date electronic inventory and provide daily technical support to users of information management tools and technology infrastructure. He/She will ensure that an effective electronic registry service,mail management, archiving and recording of all UNDP documentation and electronic correspondence from various units are recorded and up-to-date.

The Registry Clerk demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The Registry Clerk works in close collaboration with the Front Office, Management Support and Business Development, Programme and Operations teams in a large CO and UNDP HQ staff.

Duties and Responsibilities

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

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 file;
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.

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 on Pouch Operations focusing on achievement of the following results:

Proper prorating and billing of user agencies.

Supports ICT services for UNDP MCO focusing on achievement of the following results:

Assist ICT with updating the user accounts for telecommunications, photocopiers, LAN and email accounts;
Ensure that accounts are created and deleted in a timely manner and update HQ as required;
Ensure that monthly staff personal calls are recovered through reconciliation of Telecommunication bills and Mobile bills;
Conducts proper servicing of Photocopiers and ICT hardware including Printers;
Diagnosing and testing of ICT equipment for faults and repairs;
Assistance in backup and restoration procedures for local drives. Maintenance of backup logs. Assistance in off-site storage of backups.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s 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 the UNDP Global filing system;
Understanding of UNDP 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

Education:

Completion of secondary education;
Specialized certification in IT systems, business software (Microsoft Office) and web-based applications, Microsoft Certified is desirable;
Professional (MCP) will be an added advantage.

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.

Language:

Fluent in English.