Job Details:
Duties and Responsibilities
Summary of key functions:
*.Maintenance of proper registry system;
*.Effective mail management;
*.Supports the assets management.
Maintenance of the office filing system in accordance with the UN Secretariat 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 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.
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.
Supports the assets management:
*.Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users;
*.Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property;
*.Manage the office stationeries;
*.Preparation of inventory reports in Collaboration with the Assets management associate as required;
*.Maintenance of the filing system ensuring safekeeping of confidential materials.
Impact of Results
The key results have an impact on the accurate, safe, cost-effective and timely execution of the administrative services.
Competencies
Operational Effectiveness:
*.Ability to perform a variety of repetitive and routine tasks and duties related to registry;
*.Ability to review data, identify and adjust discrepancies;
*.Ability to handle a large volume of work possibly under time constraints;
*.Good knowledge of administrative rules and regulations;
*.Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required;
*.Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
*.Ability to organize and complete multiple tasks by establishing priorities.
Managing data:
*.Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
*.Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
*.Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
*.Interprets data, draws conclusions and/or identifies patterns which support the work of others...
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