(date when the selected candidate is expected to start)Duration of Initial Contract :Applicants who previously applied need not apply again.
Under the direct supervision of the Administrative Specialist, the E-Documentation Assistant provides reliable documentations services to the entire office.
The E-Documentation Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Establishing and maintaining an electronic filing system;Scanning, photocopying and storing digital documents;Indexing, tracking and setting up easy retrieval system of electronic documents.
Ensure maintenance of electronic filing system , focusing on achievement of the following:
Organize files and documents with a view to maintaining 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;Maintain the office achieve, making sure files are properly stored and easily accessible; safe keeping of documents;Reproduce/provide photocopies of documents from the confidential registry files, as requested by the staff;Create automatic links from different types of documents;Create a document retrieval system and its access for authorized users (including configurable inquiry screen enabling users to search by certain identifiers);Create interface with UNDP internet providing full access to corporate policies, procedures and forms through the internet;Provide assistance in the collection of reference and background material from registry files as well as electronic routing and distribution of business documents;Establish and maintain a records system of file movements within the office, maintenance of the office circulation and reading files;Prepare correspondence and reports related to registry activities;Participate in meeting and contribute to discussions on the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff; a highly flexible archiving solution;Ensure document security in archiving.
Ensures provision of effective mail management , focusing on achievement of the following results:
Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officers;Registration and dispatch of outgoing communications, including pouch, and follow up distribution.Prepare the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
Ensure cost recovery on pouch, focusing on achievement of the following results:
Proper prorating and billing of user agencies.Corporate Competencies:
Demonstrates integrity by modeling the UN’s values and ethical standards;Promotes the vision, mission and strategic goals of UNDP;Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional 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, 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 base;Thoroughly and methodically collects, verifies and records data demonstrating attention to details and identifying and correcting errors on own initiative;Transmits file data; creates and generate queries, reports and documents utilizing database, spread sheets, 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 spread sheet software;Edits formats and provides inputs to correspondence, reports documents and/or presentation using word processing, spreadsheets and database 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 the established UN standards;Ability to produce accurate and well documented records conforming to the required standard.
Planning, Organizing and Multi-tasking
Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships.
Education:
Secondary education;Certificate in Administration desirable;University Degree in Business or Public Administration desirable but it is not a requirement.Experience:
4 years relevant work experience;Excellent oral and written communication skill, strong interpersonal skills and ability to work as part of a team in a multicultural environment;Experience in the usage of computers and office software packages (MS Word, Excel, etc).
Language requirements:
Fluently written and spoken English.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.
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