• Registry Clerk at UNFPA

  • Posted on: 13 November, 2014 Deadline: 27 November, 2014
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  • Background

    The United Nations Population Fund (UNFPA), the leading UN organization in Reproductive Health and Population and Development  is recruiting personnel  for the  position  in the Country Office.

    Registry Clerk

     

    Duties and Responsibilities

    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

    Required Skills and Experience

    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.

    Method of Application

    To apply for this position, click here

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