United Nations Development Programme (UNDP) Is Hiring A Registry Clerk APPLY NOW
Background
United Nations Development Programme (UNDP)’s focus is helping countries build and share solutions to the challenges of: Poverty Reduction and Achievement of the MDGs. Democratic Governance. Crisis Prevention and Recovery.
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About UNDP
The United Nations Development Programme (UNDP) is a prestigious global organization dedicated to promoting sustainable development and improving the quality of life for people around the world. With a strong focus on eradicating poverty, advancing democratic governance, and fostering inclusive growth, UNDP operates in over 170 countries and territories.
UNDP works closely with governments, civil society, and the private sector to address pressing challenges such as climate change, gender equality, and social inequality. Through its projects and initiatives, UNDP strives to empower communities, strengthen institutions, and promote sustainable economic development.
As a renowned international organization, UNDP offers diverse career opportunities for individuals passionate about making a positive impact on global development. Joining UNDP means being part of a dedicated and talented team committed to creating a better future for all
Why Work At UNDP
- Meaningful Impact: UNDP provides a platform to contribute to global development efforts and make a tangible difference in people’s lives. By working at UNDP, you have the opportunity to address pressing challenges and promote sustainable development on a global scale.
- Global Reach: UNDP operates in over 170 countries and territories, offering a truly international work experience. You will have the chance to collaborate with diverse cultures, backgrounds, and perspectives, fostering a rich and rewarding professional environment.
- Professional Development: UNDP is committed to the growth and development of its staff. Through various training programs, mentorship opportunities, and exposure to cutting-edge initiatives, you can enhance your skills, broaden your knowledge, and advance your career within the organization and beyond.
- Multidisciplinary Approach: UNDP tackles complex development issues by taking a holistic and multidisciplinary approach. As part of the UN system, you will collaborate with experts from various fields, including economics, social sciences, environmental studies, governance, and more, fostering a dynamic and diverse work environment.
- Networking and Partnerships: Working at UNDP allows you to build a vast network of international contacts, including government officials, civil society organizations, academia, and private sector partners. These connections can be invaluable for future collaborations and professional opportunities.
- Work-Life Balance: UNDP is committed to promoting a healthy work-life balance for its employees. With flexible working arrangements, comprehensive benefits packages, and a supportive work culture, UNDP strives to foster well-being and ensure a positive work environment.
- Commitment to Diversity and Inclusion: UNDP values diversity and inclusion as essential components of its work. The organization is dedicated to promoting gender equality, empowering marginalized communities, and ensuring equal opportunities for all its staff members.
Registry Clerk
Location: Nur-Sultan, Kazakhstan
Application Deadline: April 29, 2024, 05:59 AM
Job Schedule: Full time
Agency: UNDP
Grade: NPSA-3
Vacancy Type: National Personnel Service Agreement
Practice Area: Management
Contract Duration: 1 Year with Possibility for extension
Education & Work Experience: Bachelor’s Degree – 1 year(s) experience OR High School certificate – 4 year(s) experience
Duties and Responsibilities
- Efficiently perform communication and reception tasks
- Guide and inform the visitors about UN Agencies in Astana with professionalism and client orientation;
- Operate the switchboard in in compliance with established protocol;
- Maintain the filing system, initiating new and archiving outdated files as per internal practices;
- Open the new subject files as required and dispose old files in accordance with the established retention schedule;
- Ensure timely update of the common UN Staff Directory for Astana;
- Provide reproduction services including the photocopies of material from the registry files, scanning, printing, etc as requested by staff;
- Translate the common incoming mail, official letters/ correspondence for UN CP tenants, if necessary;
- Ensure the proper functioning of the registry equipment by informing the ICT unit in a timely manner.
- Process the incoming and outgoing correspondence including faxes, letters, mails, and e-mails and other correspondence;
- Ensure accurate distribution to relevant agencies/departments/units/focal points;
- Manage the receipt and dispatch of all pouches including diplomatic, maintain proper registry, billing, and endorsements, archiving the supporting documents as per established procedures.
- Provide support to the CP Manager in organizing and facilitating the internal CP meetings;
- Assist in gathering the relevant data at the request of the CP Manager related CP management;
- Distribute information within the UN CP tenants at the request of Astana CP management;
- In cooperation with CP Manager maintain the database with potential and existing suppliers of Common Premises services
- Support the UN CP management in Astana on cost recoveries for pouch and other services;
- Provide support with General User rights in Quantum, including registration of suppliers in Quantum system, creating the E-requisitions for payment processes of UN Common Premises and Security projects as needed;
- Assist in processing the payments for common premises and security services as per set procedures and requirements as needed;
- Assist to CP Assistant with the VAT return documents to Finance Unit for VAT return processes;
- Draft the letters, Power of Attorney for UN CP needs as requested;
- Contribute to UNCP budget preparation within the registry regular costs’ estimation;
- Perform other duties within incumbent’s functional profile as assigned and deemed necessary for the efficient functioning of the office.
- Backstop of the UNDP Executive Associate in his/her absence when needed.
Competencies
Achieve Results LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline;
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: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional and Technical competencies
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;
Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels;
Procurement concepts, processes, and management Basic knowledge of procurement processes and management;
UN policy knowledge -ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity;
Registry & correspondence management Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives.
Required Skills and Experience
Education:
Secondary education (high school diploma) is required.
University degree (bachelor’s degree or equivalent) in Business Administration, Public Administration, Social Sciences, Management, Finance,
or equivalent will be given due consideration, but it is not a requirement.
Specialized certification in secretarial courses is an advantage.
Experience:
A minimum of 3 years (with secondary education) of relevant secretarial, clerical or administrative work experience is required. No experience is required for bachelor’s degree holders.
Experience with ERPs or other financial software programmes is desired;
Experience with the international organizations/ embassies/ international organizations is desired.
Required skills: Experience in the use of computers and office software packages (MS Word, Excel, etc) and knowledge of web-based management systems such as ERP.
