Jobs - 56775- Office Clerk

Office Clerk

Location :

Juba, SOUTH SUDAN

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

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

Post Level :

GS-2

Duration of Initial Contract :

12 Months

Languages Required :

Arabic 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

Under the guidance and supervision of the Administrative Analyst, the Office Clerk provides reliable registry services and supports the management of the office assets.

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

Duties and Responsibilities

Summary of key functions:

Maintenance of the office filing system in accordance with the UN Secretariat 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.

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.

Supports the assets management:

Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users;
Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property;
Manage the office stationeries;
Preparation of inventory reports in Collaboration with the Assets management associate as required;
Maintenance of the filing system ensuring safekeeping of confidential materials.

Competencies

Functional Competencies:

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.

Managing data:

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.

Managing documents, correspondence and reports:

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 Ability to produce accurate and well documented records conforming to the required standard.

Planning, organizing and multi-tasking:

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.

Required Skills and Experience

Education:

Secondary education;
Certification in Administration or related field is desirable but not a requirement.

Experience:

2 years work experience;
Experience with the UN or other international organization will be an added advantage.

Language:

Good knowledge of English and Local Arabic.