Details
UNDP Registry Clerk || Apply Now |
The 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.
Duties and Responsibilities of Registry Clerk
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.
Check : Abdul Latif Jameel Poverty Action Lab (J-PAL) Africa Internship Program 2025
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, English or French is required.
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Specifications
| Type of Opportunity | Internships |
|---|---|
| Deadline | 13 February,2025 |
| Country | Guinea-Bissau |
| Organizer | UNDP |