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Jobs at UNDP in Uganda- Administration Clerk

Job Title: ADMINISTRATIVE CLERK - REGISTRY AND HOUSING (RE-ADVERTISED)
Location :     Kampala, UGANDA
Application Deadline :    12-Jun-12
Type of Contract :    FTA Local
Post Level :    GS-4
Languages Required :
    English 
Starting Date :
(date when the selected candidate is expected to start)    01-Jul-2012
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Background
Under the guidance and supervision of the Administrative Associate, the Administrative Clerk/Registry and Housing provides reliable registry services and assists in the management of the office building and UN village. The Administrative Clerk/Registry and Housing 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 and pouch management and cost recovery for related services to agencies;
    Management of the UN Housing.

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 and the Office intranet/E-documentation;
    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 according to the office E-documentation system;
    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 using efficiently the office intranet system;
    Preparation of correspondence and reports related to registry activities;
    Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff.

Ensures provision of effective mail management using the office intranet and E-documentation 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;
    Ensures cost recovery on Pouch Operations  prorating and billing of user agencies.

Assist in managing the UN Housing focusing on the achievement of the following results:

    Preparation of tenancy agreement; announce availability of vacant houses, facilitates  inspection of houses by intending tenants, receives complaints from tenants and reports to the supervisor;
    Monitoring of rent payments and payment for utilities;
    Facilitation and maintenance of records on repair of houses and equipment, generator, lawn mower etc.  

Impact of Results:
The key results have an impact on the accurate, safe, cost-effective and timely execution of the CO services.

Competencies
Corporate Competencies:

    Demonstrates commitment to UNDP’s mission, vision and values;
    Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:
Knowledge Management and Learning:

    Shares knowledge and experience;
    Provides helpful feedback and advice to others in the office.

Development and Operational Effectiveness:

    Demonstrates good IT skills;
    Good knowledge of the UNDP Global filing system;
    Understanding of UNDP operations procedures.

Leadership and Self-Management:

    Focuses on result for the client and responds positively to feedback;
    Consistently approaches work with energy and a positive, constructive attitude;
    Remains calm, in control and good humored even under pressure;
    Responds positively to critical feedback and different points of view.

Required Skills and Experience
Education:

    Secondary Education.

Experience:

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

Language Requirements:

    Fluency in the UN and national language of the duty station.

How to Apply:
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=30230


Deadline: 12th June 2012

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