UNDP Jobs - 56782- Registry Clerk

Registry Clerk

Location :

Abuja, NIGERIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

08-Jun-15 (Midnight New York, USA)

Post Level :

GS-3

Duration of Initial Contract :

Initial duration of one year

Languages Required :

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

Under the guidance and supervision of the UN Common Services Administrative Associate, the Registry Clerk provides reliable services ensuring high accuracy of work and reliable registry services to the operations of the Common Services Unit in the CO, Consultants and Experts and UN staff on mission..

The Registry Clerk demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

This post is funded and limited to the UN Common Services in Nigeria..

Duties and Responsibilities

Summary of key functions:

Maintenance of proper registry system
Effective mail management and
Cost recovery for pouch services

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

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 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 user agencies.
Follow up with agencies to ensure reimbursement of the courier charges

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP 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 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

Operational effectiveness:

Ability to perform a variety of repetitive and routine tasks and duties
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
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

Required Skills and Experience

Minimum Education:

Secondary education. Some typing skills required and knowledge of sound record-keeping procedures

Experience:

3 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 Requirements:

Fluency in the UN and national language of the duty station.

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