Background
Under the guidance
and supervision of the Administrative Associate, the Administrative Assistant
/Registry and Housing provides reliable registry services and assists in the
management of the office building and UN village.
and supervision of the Administrative Associate, the Administrative Assistant
/Registry and Housing provides reliable registry services and assists in the
management of the office building and UN village.
The
Administrative Assistant/ Registry and Housing demonstrates a client-oriented
approach, tact and ability to work with people of different national and
cultural backgrounds.
Administrative Assistant/ Registry and Housing demonstrates a client-oriented
approach, tact and ability to work with people of different national and
cultural backgrounds.
NOTE:
PREVIOUS CANDIDATES ARE NOT REQUIRED TO REAPPLY
Duties
and Responsibilities
and Responsibilities
Functions / Key
Results Expected
Results Expected
Summary of key
functions:
functions:
- Maintenance of the registry system
- Effective mail and pouch
management and cost recovery for related services to agencies - Management of the UN Housing
Ensures maintenance
of registry system focusing on achievement of the following results:
of registry system focusing on achievement of the following results:
- Set up and maintenance of the
office filing system in accordance with the UNDP Global Filing System and
the Office intranet/E-documentation; - 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
according to the office E-documentation system; - Provision of photocopies of
material from the confidential 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 using efficiently the office
intranet system; - Preparation of correspondence and
reports related to registry activities; - Participation in the
creation and maintenance of an electronic registry/archive system in close
cooperation with the ICT staff.
Ensures provision of
effective mail management using the office intranet and E-documentation
focusing on achievement of the following results:
effective mail management using the office intranet and E-documentation
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 on Pouch
Operations prorating and billing of user agencies.
Assist in managing
the UN Housing focusing on the achievement of the following results:
the UN Housing focusing on the achievement of the following results:
- Preparation of tenancy agreement;
announce availability of vacant houses, facilitates inspection of
houses by intending tenants, receives complaints from tenants and reports
to the supervisor; - Monitoring of rent payments and
payment for utilities; - Facilitation and maintenance of
records on repair of houses and equipment, generator, lawn mower
etc.
Impact of
Results:
Results:
- The key results have an impact on
the accurate, safe, cost-effective and timely execution of the CO
services.
Competencies
Corporate
Competencies:
Competencies:
- Demonstrates commitment to UNDP’s
mission, vision and values - Displays cultural, gender,
religion, race, nationality and age sensitivity and adaptability
Functional
Competencies:
Competencies:
- Knowledge Management and Learning
- Shares knowledge and experience
- Provides helpful feedback and
advice to others in the office
Development and
Operational Effectiveness:
Operational Effectiveness:
- Demonstrates good IT skills
- Good knowledge of the UNDP Global
filing system - Understanding of UNDP operations
procedures
Leadership and
Self-Management:
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
Skills and Experience
Education:
- Secondary Education.
Experience:
- 4 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:
Requirements:
- Fluency in the UN and national
language of the duty station
NOTE:
PREVIOUS CANDIDATES ARE NOT REQUIRED TO REAPPLY
PREVIOUS CANDIDATES ARE NOT REQUIRED TO REAPPLY
UNDP
is committed to achieving workforce diversity in terms of gender, nationality
and culture. Individuals from minority groups, indigenous groups and persons
with disabilities are equally encouraged to apply. All applications will be
treated with the strictest confidence.
is committed to achieving workforce diversity in terms of gender, nationality
and culture. Individuals from minority groups, indigenous groups and persons
with disabilities are equally encouraged to apply. All applications will be
treated with the strictest confidence.
Closing
Date: Friday, 13 January 2012
Date: Friday, 13 January 2012