Registry Clerk-NATIONAL ASSIGNMENT(ZIMBABWEAN NATIONALS ONLY)

The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers. In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UNV volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities. In all assignments, UNV volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UNV volunteers even more rewarding and productive. The Registry acts as the institutional memory of the Agency where all communications coming in and going out are centralised and where information regarding such communication must be available. Provision of UNDP and other UN agency Registry and Information Services, includes: mail management, reproduction and documents management, correspondence and information flow.The Volunteer will interact with UN Partners /Organisations stakeholders and affiliates for the efficient and effective provision of registry services. Those within the UN Arundel Park compound include: UNDP (Global Fund, UNV),UN Habitat UN Women, UNAIDS,UNOCHA, UNIDO, UNOPS, ILO, UNHCR, UNFPA, UNDSS, external to the compound: WHO, FAO, UNICEF, UNESCO, ITU, UPU, WFP, Africa 2000, World Bank, Other UN stakeholders will include: Government of Zimbabwe, private sector, civil society, donors and relevant others.

Duties and Responsibilities

Under the direct supervision of Administrative Associate/Operations Manager the UNV volunteer will undertake the following tasks: Ensures maintenance of registry system including provision of effective mail management focusing on achievement of the following results: Set up and maintenance of the registry filing system in accordance with the UNDP Global Filing System Assistance in the collection of reference and background material from registry files Provision of photocopies of material from the confidential registry files, as requested by staff. Supervise outsourced low, high and express printing services provided by printing companies. Preparation of correspondence and reports related to registry activities 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. Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff Oversee the switchboard operation and telephone connectivity. Ensure provision of a records management and archiving system focusing on the achievement of the following results: Act as Focal Point for Archiving. Set up and maintain the office filing system in accordance with the UNDP Global Filing System and provide technical assistance to Unit focal persons in records management. Maintenance of archives, making sure files ( written, audio, video, electronic and all other forms) are properly stored and accessible and ensure safe keeping of documents Opening of new subject files as required and disposal of old files in accordance with the established retention schedule and policy. Ensure that retention schedule complies with UNDP external Audit requirements. Undertake and ensure secure custody and monitor movement of archived, permanent and non-permanent records. Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files. Ensures cost recovery on telephone, mobile phone, pouch, courier/messenger service operations and other common services focusing on the achievement of the following results: Proper prorating and timely billing of individuals, Units, user UN agencies, and service providers in reference to policy guidelines and in collaboration with Finance Unit . Charge non-core/projects the cost of handling mail Maintain accurate and updated cost recovery documentation and reports. Assist in the supervision of external contractors/service providers Furthermore, UNV volunteers are encouraged to: Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteers Day); Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; Assist with the UNV Buddy Programme for newly-arrived UNV volunteers; Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

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 MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction Shows sound grasp of grammar, spelling and structure in the required language Ensures correspondence, reports and documents comply with established UN standards Ability to produce accurate and well documented records conforming to the required standard PLANNING, ORGANIZING AND MULTI-TASKING Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines Demonstrates ability to quickly shift from one task to another to meet multiple support needs Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education: Relevant University Degree. Professional Diploma in Records and Information Management/Library Sciences Experience : 4 years of relevant work experience in the registry and records management. Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages. N.B. UNDP Zimbabwe reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Zimbabwe at the same grade level and with similar job description, experience and education requirements. QUALIFIED AND EXPERIENCED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Registry Clerk-NATIONAL ASSIGNMENT(ZIMBABWEAN NATIONALS ONLY)