Filing Clerk/Receptionist – UNFPA
Vacancy Announcement No. UNFPA/MLW/003/2015, Type of Contract: Service
contract, Duty Station, Lilongwe, Malawi, Contract duration: 6 months (one
month initially)
Under the overall guidance of the Operations Manager and under the direct
supervision of the Personal Assistant to the R
epresentative, the Filing
Clerk/Receptionist provides filing related services in the country Office
ensuring high quality and accuracy of work in order to obtain the optimum
filing system while also facilitating telephone communication and general
reception and information services ensuring high quality and accuracy of
work. The Filing Clerk/Receptionist promotes a collaborative,
client-focused, quality and results-oriented approach in the delivery of filing
services
Language requirements – fluency in English and Chichewa
Completion of Secondary Education Certificate, Administrative certification especially
in office management would be desirable but not a requirement, 3 yrs of
relevant administrative experience in the areas of administration, office
management or procurement service, Experience with UN agencies or International
NGOs would be an asset, experience in the usage of computers and office
software packages (MS Excel, Word, Power Point etc) and knowledge of automated
procurement systems, experience in handling of web based management
systems
Perform all other clerical related duties as requested by supervisors
from time to time, Staying updated with the organisation’s rules and
regulations to protect and sustain the records, Monitoring of Purchase orders
for travel in Atlas (PO monthly closure process), Supporting Procurement unit
when required, Practicing effective coordination with the records management
personnel, Visiting the off-site locations to retrieve the required documents
from closed case files, Index documents with numbers or codes before filing,
Inspect the filing section periodically to ensure records are categorised
properly and are being maintained in a good condition, Keep records of
materials files or removed using logbooks and computers to ensure that borrowed
files are returned in time, Streamline document filing process ensuring their
availability at all times, Digitise all necessary documentation and store in
electronic systems, Maintain and update an effective
filing system, Operation and management of the telephone switchboard in
accordance with appropriate protocol, Monitoring of all visitors to the office;
assistance to visitors by providing directions and accurate information related
to UNFPA
UNFPA offers an attractive compensation package commensurate with experience,
Malawian interested candidates should submit their applications, together with
their CVs, motivation letter and copies of their certificates, quoting the
vacancy reference number to The Representative, UNFPA, P O Box 30135, Lilongwe,
email: malawi.office@unfpa.org Deadline for applications 20th April