Administrative Assistant / Registry and Housing – United Nations Development Programme [UNDP]


ADMINISTRATIVE
ASSISTANT – REGISTRY&HOUSING (RE-ADVERTISED)
Location : Kampala, UGANDA Application
Deadline :
03-Feb-12 Type of Contract :FTA Local Post Level :GS-4
Languages Required :
English   Starting Date :
(date when the selected candidate is expected to start)02-Apr-2012 Duration
of Initial Contract :
One year 
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.
The Administrative
Assistant/ 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.
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.
Click here to Apply Apply Now

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