Background
The Registry Clerk works under direct supervision of the Deputy Common Premises Manager and supports UNCP team in providing effective and efficient execution of administrative assistance, financial and procurement activities, related to Common Premises services, registry, front-desk and conference support services to Almaty CP tenants ensuring high quality and accuracy of work. As part of the UNCP team the Registry Clerk provides assistance with payment and procurement of emergency food stock and first aid supplies. ย The Registry Clerk promotes a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The Incumbent will apply professional and accurate registration of documents, pouches, parcels, prepare payment documents for common premises services.
Duties and Responsibilities
Provides assistance to ensure administrative support to Common Premises Management, focusing on achievement of the following results:
Monitors weekly UN Common Premises teamย meetings organization, preparation of meeting minutes; Distributes the information letters to UN Agencies residing in Almaty UN Building upon request of Common Premises management; Maintains the database with potential and existing suppliers of Common Premises services. Translates the official letters/ correspondence, if necessary.ย ย ย ย ย Provides assistance to ensures maintenance of registry system focusing on achievement of the following results:
Maintains the filing system; Opens the new subject files as required and disposes old files in accordance with theย established retention schedule; Provides the photocopies of material from the registry files, as requested by staff.ย Assists with the collection of reference and background material from registry files; Prepares the correspondence and reports related to registry activities; Ensures timely update of the UN Staff Directory.ย ย ย Ensures provision of front-desk service and telephone communication services, focusing on achievement of the following results:
Assists the office visitors by providing directions and accurate information related to UN Agencies in Almaty; Manages telephone and email enquiries and requests for information; Ensures the operation of the telephone switchboard in accordance with appropriate protocol; Participates in regular Security check and test of Registry telephone lines; Records the information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair; Provides the front desk services;ย ย ย Ensures provision of effective mail management focusing on achievement of the following results:ย
Ensures the receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer; Registers and dispatches 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.ย ย ย Assists with provision of high level conference services, focusing on achievement of the following results:
Supports with booking the conference rooms as per request of agencies; Assists with the registration of participants;ย ย ย Provides support to ensure preparation of payment and procurement documents and vendor creation in Quantum focusing on achievement of the following results:
Provides information for relative share and billing of UN agencies inย cost recovery for pouch and other services; Supports with registration of suppliers in Quantum system; Prepares the invoices and submits to Finance Unit for payment for common premises and security services as per set requirements; Prepares the requests for vendors creation in Quantum for common premises and security services as per set requirements; Creates the E-requisitions for payment processes of UN Common Premises and Security projects; Timely prepares and submits the VAT return documents to Finance Unit for VAT return process; Assists with the issuance of Power of Attorney for UNDP, UNCP, UNDSS colleagues;ย Communicates with vendors requesting invoices and documents; Contributes to UNCP budget preparation within registry regular costs estimation.ยย ย ย Maintains emergency food stock and first aid kits:
Purchases the emergency food stock and first aid kits for UN building;ย ย ย Other duties as assigned.
Competencies
Core:
Achieve Resultsย ย ย ย โข ย ย ย ย LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineย
Think Innovativelyย ย ย ย โข ย ย ย ย LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements ย
Learn Continuouslyย ย ย ย โข ย ย ย ย LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackย
Adapt with Agilityย ย ย ย โข ย ย ย ย LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible ย
Act with Determinationย ย ย ย โข ย ย ย ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentย
Engage and Partnerย ย ย ย โข ย ย ย ย LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsย
Enable Diversity and Inclusionย ย ย ย โข ย ย ย ย LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination ย
Cross-Functional & Technical competencies:
Business Management - Customer Satisfaction/Client Managementย - 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.
Business Managementย ย - Communicationย -ย 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
Audit & Investigation - Investigationย -ย Procurement concepts, processes, and managementย ย ย ย Knowledge of procurement processes and management
Ethicsย ย - ย UN policy knowledge -ethicsย ย ย - Knowledge and understanding of the UN Staff Regulationsand Rules and other policies relating to ethics and integrity
Administration and Operationsย ย - ย Registry & correspondence managementย ย - Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives.
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Required Skills and Experience
Education:
High school graduate or Bachelor degree in the field of Public relations, International relations, Foreign Languages, Business Administration or related field would be given due consideration.ย
Experience:
Minimum 4 years (with secondary education) or one year (for Bachelorโs degree holders) of administrative work experience.ย
Desired skills:ย
Experience with ERPs or other financial software programmes is desired.
Experience with the international organizations/ embassies/ international companies is desired.ย
Experience in providing support with the operations procedures is desired.ย
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Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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