Registry Clerk at the United Nations Development Programme (UNDP)

United Nations Development Programme (UNDP) helps developing countries attract and use aid effectively. In all our activities, we encourage the protection of human rights, capacity development and the empowerment of women.

We are recruiting to fill the position below:

Job Title: Registry Clerk

Location: Abuja, Nigeria
Type of Contract: FTA Local
Post Level: GS-3
Duration of Initial Contract: Initial duration of one year

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.

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.

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.

Language Requirements:

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

Application Closing Date
8th June, 2015.

How to Apply
Interested and qualified candidate should:
Click here to apply online