Registry Clerk

Under the guidance and supervision of the Administrative Associate, the Registry Clerk provides reliable registry, pouch and mail management services to ensure high quality and accurate records are kept on Country Office incoming and outgoing documents and correspondence. The Registry Clerk demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds.

he 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.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
 

• 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.

• Think Innovatively – LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. 
• Learn Continuously- LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.  
  Adapt with Agility – LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. 
• Act with Determination – LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner – LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.  
• Enable Diversity and Inclusion – LEVEL 1: Appreciates/respects differences, aware of unconscious bias, confronts discrimination

Cross-Functional & Technical :

Administration & Operations –  Documents and records management – Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations –  Registry & correspondence management – Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives

Business Management – Customer Satisfaction/Client Management – 

• 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 Management – Knowledge Generation – Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need