Registry Clerk at UNFPA

Under the direct supervision of the Operations Manager, the incumbent performs the following duties:-

Ensures maintenance of registry system focusing on achievement of the following results:

• Maintenance of the office filing system in accordance with the UNFPA 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 Units
• Follow up with Units to ensure reimbursement of the courier charges

Competencies and Critical Success Factors:

Corporate Competencies:

• Demonstrates commitment to UNFPA 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 UNFPA global filing system
• Understanding of UNFPA 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

The ideal candidate should:

• Be a Nigerian National, (Male or Female)
• Diploma in Business Administration, Secretarial Administration or Records Management.  Some typing skills required and knowledge of sound record-keeping procedures
• Possess at least 4 years cognate experience.
• Have a good knowledge of the UN  system
• Possess  good oral and writing skills in English
• Have demonstrated a sense of integrity in the discharge of their duties.