Historique
Devoirs et responsabilités
- Maintenance of proper registry system;
- Effective mail management;
- Cost recovery for pouch services.
- Set up and maintain 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.
- Receipt, registration, coding and forwarding of incoming letters and other correspondence to proper department/unit/office;
- 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.
- Provision of information for proper prorating and billing of user agencies.
Compétences
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.
- 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.
- 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.
- 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.
- Demonstrates integrity by modeling the UN’s values and ethical standards;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Treats all people fairly without favoritism;
- Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment.
Qualifications et expériences requises
- Completion of Secondary education.
- 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.
- Fluency in English and Somali languages.