Registry Clerk at UNDP

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.