Location:

Bissau, Guinea-Bissau
Salary:

$8,950 - $12,100 / YEAR
Job type:

FULL_TIME
Posted:

5 months ago
Category:

Administration, Documentation and Information Management
Deadline:

14/08/2024

JOB DESCRIPTION

ABOUT THE COMPANY:

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

JOB SUMMARY

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions.

Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations.

People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under the guidance and supervision of the Administrative Associate, the Registry Clerk provides reliable registry, pouch and mail management services to ensure high quality and accurate records are kept on Country Office incoming and outgoing documents and correspondence.

The Registry Clerk demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds.

he Registry Clerk works in close collaboration with Country Office Operations and Programme staff, consultants, experts, UN staff, and external entities to ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals.

Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1.) Ensure maintenance of registry system in the Country Office.

Set up and maintain the office filing system in accordance with the UNDP Global Filing System. Open new subject files as required and dispose of old files in accordance with the established retention schedule. Properly store files to ensure accessibility and safekeeping of documents.
Provide photocopies of material from the confidential registry files, as requested by staff; and assist in the collection of reference and background material from registry files.
Establish and maintain a records system of file movements within the office as well as maintain office circulation and reading files.
Prepare correspondence and reports related to registry activities.
Participate in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff.

2.) Provide effective mail management in the Country Office.

Receive, register, and code incoming notices, letters and other correspondence and forward to proper department/unit/officer.
Register and dispatch outgoing communications, including pouch, and follow-up on distribution.

Prepare the summary of enclosure forms and necessary documents; and maintain the file on pouches received to ensure that all bags are accounted for.

3.) Ensure cost recovery on Pouch Operations and other administrative services through proper prorating and billing of user agencies.
4.) Performs other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office or Organization.

Perform other administrative duties that may include, for example, serving as receptionist, processing payments to vendors, and assisting with protocol issues as needed, fleet management, etc.
Support to common services inventory count cost recovery.

Competencies

Core:

Think Innovatively – LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously- LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility – LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination – LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner – LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion – LEVEL 1: Appreciates/respects differences, aware of unconscious bias, confronts discrimination

Cross-Functional & Technical :

Administration & Operations – Documents and records management – Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations – Registry & correspondence management – Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives

Business Management – Customer Satisfaction/Client Management –

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
Provide inputs to the development of customer service strategy.
Look for ways to add value beyond clients’ immediate requests.
Ability to anticipate client’s upcoming needs and concerns

Business Management – Knowledge Generation – Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Required Skills and Experience

Education:

Secondary Education is required.
A university degree in Business Administration, Public Administration, Social Sciences, Management, Finance, or equivalent will be given due consideration, but it is not a requirement.

Experience:

Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant work experience.
Experience in the use of computers and office software packages (MS Word, Excel, etc) and knowledge of web-based management systems such as ERP.
Experience in protocol matters, registration, coordination with local authority and other administrative matters is desirable.
Previous experience with international organizations is an asset;

Language Requirements:

Fluency in Portuguese, French or English is required.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents.

UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority.

All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

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Should you receive a solicitation for the payment of a fee, please disregard it.

Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

How to Apply
Step 1: Please re-read this job description from the beginning to the end.
Step 2: Click the APPLY FOR JOB button at the end of this job advert.
Step 3: After going to parent website, please read instructions carefully and ensure you apply as soon as possible.

Good luck!

This job has expired.