Administrative Clerk ( Registry and Housing ) – United Nations Development Programme (UNDP)

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Administrative Clerk – Registry and Housing
(Re-Advertised)
Location: Kampala, UGANDA
Application Deadline :12-Jun-12
Type of Contract :FTA Local
Post Level :GS-4
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.
How
to Apply:
Please Visit this Link and
Review Job requirements in totality and click Apply to tender inyour
application
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.

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