Jobs - 33798- 33798 - UNFPA Documentation & Registry Assistant (

33798 - UNFPA Documentation & Registry Assistant (for Indonesian nationality only)

Localidad :

Jakarta, Indonesia

Tipo de contrato :

Service Contract

Fecha de comienzo del contrato :

Fecha límite de postulación :

20-Nov-12 (Medianoche Nueva York, Estados Unidos)

Nivel de puesto :

SC-5

Duración del contrato inicial :

1 year

Idiomas requeridos :

Inglés

Duración esperada del puesto :

El PNUD está comprometido con lograr la diversidad de su personal en términos de género, nacionalidad y cultura. Se alienta por igual a las personas que pertenecen a grupos minoritarios, a pueblos indígenas o que tienen alguna discapacidad a presentar su candidatura. Todas las solicitudes se tratarán con la mayor confidencialidad. UNDP no tolera la explotación y el abuso sexual, ningún tipo de acoso, incluido el acoso sexual, ni la discriminación. Por lo tanto, todos los candidatos seleccionados serán sometidos a una rigurosa verificación de referencias y antecedentes.

Antecedentes

UNFPA, the United Nations Population Fund, delivers a world where every pregnancy is wanted, every birth is safe, every young person's potential is fulfilled.

Under the guidance of International Operations Manager and direct supervision of the Administrative Associate, the Documentation & Registry Assistant provides reliable registry services. The Documentation & Registry Assistant demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

Deberes y responsabilidades

II. DUTIES AND RESPONSIBILITIES

- Receives, maintains, updates and classifies files and documents of the Country Office and takes responsibility for the safety and proper filling of documents.
- In consultation with National Programme Associates and the Executive Assistant to the Representative, maintains, updates and classifies documents related to policy, guidelines, agreements, as well as confidential and general management files; ensures the systematic placement of data and files of the CO.
- Maintains complete, proper filing system, office records, references materials, general and project files, maintain and updates relevant manuals used by Programme/Operations teams. Files and updates the list of files. Ensure the completeness of files and easy of retrieval of files/reports/documents/publications.
- In consultation with the Media and Communication Officer, administers the CO library, maintains and updates the document classification based on standardized record management system.
- Manages and administers the overall registry functions of the CO, develops and maintains proper archive system and ensure the safety and security of files and documents. Screens incoming & outgoing mail and presents those letters to the concerned.
- Receives, sorts, registers, and distributes correspondence, files, incoming mails, pouches, reports, publications, and attaches necessary background information and maintains follow-up system for the Section. Maintains confidentiality of incoming and outgoing correspondences, assists in registering and dispatching outgoing correspondences as appropriate;
- In consultation with Programme Assistants, keeps and updates list of names, addresses and telephone numbers of Ministries, Heads of UN Agencies, government officials, members of the diplomatic corps, implementing agencies and other stakeholders.
- Closely works with and assists the Operations Unit in handling routine secretarial tasks, communicating schedules and maintain the Operations Unit calendar.
- Processing travel authorization and requisition related to Operations Unit activities.
- Prints and binds documents, operates fax, copier and related office equipments
- Performs liaison duties with concerned Government organizations, NGOs and international organizations related to general administrative tasks.
- Performs other clerical and reception services as required by management.

Competencias

III. COMPETENCIES

Functional Competencies:

- Logistical support
- Managing documents, correspondence and reports
- Managing information and workflow
- Planning, organizing and multi-tasking
- Job knowledge/technical expertise

Corporate Competencies:

Values
- Integrity/Commitment to mandate
- Knowledge sharing/Continuous learning
- Valuing diversity

Managing Relationships
- Working in teams
- Communicating information and ideas
- Conflict and self management

Working with people
- Empowerment/Developing people/Performance management

Personal Leadership and Effectiveness
- Analytical and strategic thinking
- Results orientation/Commitment to excellence
- Appropriate and transparent decision making

Habilidades y experiencia requeridas

IV. RECRUITMENT QUALIFICATIONS

Academic Requirements:
- Bachelor’s degree preferably in library science, office management or any other relevant discipline.

Experience and qualifications:
- Minimum 3 years of relevant work experience in the public or private sector is required.
- A prior UN/International NGO experience of running registry/secretarial and administrative functions is an advantage.
- High initiative and sound judgment.

Languages:
- Fluency in oral and written English and Bahasa Indonesia.

Computer skills:
- Proficiency in current office software applications.
- Experience in handling of web based management systems.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11

Female candidates are encouraged to apply

- There is no application, processing or other fee at any stage of the application process.
- Only short-listed candidates will be contacted.
- UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

S12110012