Job Description

Agency: UNDP

Title: Registry Clerk

Job ID: 17299

Practice Area - Job Family: Management - ADMINISTRATION-ARCHIVAL FIELD-DOCUMENTATION

Vacancy End Date: 19/07/2018 (Midnight New York, USA)

Duty Station: Yaounde, Cameroon

Education & Work Experience: C-HS Graduate or Equivalent - 4 year(s) experience

Languages Required: English, French

Grade: G4

Vacancy Type: FTA Local

Posting Type: External

Bureau: Africa

Contract Duration: 1 Year with possibility for extension

Background

Under the guidance and supervision of the Administrative Associate, the Registry Clerk provides reliable registry services and supervises other Registry staff.

The Registry Clerk 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 management
• Cost recovery for pouch services

1. 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
• 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
• 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.
• Preparation of correspondence and reports related to registry activities
• Supervision of the Registry support staff
• Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff.

2. Ensures provision of effective mail management 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.

3.  Ensures cost recovery on Pouch Operations focusing on achievement of the following results:

• Proper prorating and billing of user agencies.

Competencies

• Compétences techniques : Capacité à effectuer une variété de tâches répétitives et routinières liées au registry ; Connaissance et compréhension approfondies des meilleures pratiques et procédures administratives, de secrétariat, Capacité d'examiner les données, d'identifier et d'ajuster les écarts. Utilisation   parfaite des logiciels Microsoft Word et Excel et de communication électronique et Gestion du courrier
• Compétences personnelles : Rigueur ; aptitude à travailler sous pression et en équipe, esprit d’ouverture aux autres et aptitude à la communication interpersonnelle, esprit d’initiative et de proactivité.

Required Skills and Experience

Education: Completion of Secondary Education. (GC/A or Baccalaureate) is required

University degree in the field of Administration, Management, Archival field, or Documentation will be a strong asset

Experience :  Minimum of 4 years of relevant work experience in the field of administrative management, management of a mail service, documentation, archive management, is required. This including at least 1 year of working experience with a reference institution / organization (Ministry, NGO, International Organism, state-owned companies, multinational company, etc…) at a similar position (will be considered as an asset)

Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.

Language Requirements: Fluency in French and English

Disclaimer: 

THIS VACANCY IS ONLY RESERVED FOR CAMEROONIAN CANDIDAT

FEMALE CANDIDATURE ARE STRONGLY ENCOURAGED

HOW TO APPLY?

All interested candidates are invited to apply online through the following link: https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=17299&hrs_jo_pst_seq=1&hrs_site_id=2