Job Title: ADMINISTRATIVE CLERK - REGISTRY AND HOUSING (RE-ADVERTISED)
Location : Kampala, UGANDA
Application Deadline : 12-Jun-12
Type of Contract : FTA Local
Post Level : GS-4
Languages Required :
English
Starting Date :
(date when the selected candidate is expected to start) 01-Jul-2012
Background
Under the guidance and supervision of the Administrative Associate, the Administrative Clerk/Registry and Housing provides reliable registry services and assists in the management of the office building and UN village. The Administrative Clerk/Registry and Housing demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.
Duties and Responsibilities
Summary of key 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:
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:
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:
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:
The key results have an impact on the accurate, safe, cost-effective and timely execution of the CO services.
Competencies
Corporate Competencies:
Demonstrates commitment to UNDP’s 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 the 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.
Required 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:
Fluency in the UN and national language of the duty station.
NOTE: PREVIOUS CANDIDATES ARE NOT REQUIRED TO REAPPLY.
How to Apply;
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=30230
