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.
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