Registry Assistant,

Job Opening number

13-ADM-ECA-32321-R-ADDIS ABABA (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the Office of Human Resources Services Section (HRSS) of the Division of Administration (DoA), United Nations Economic Commission for Africa (UNECA). The Registry Assistant reports to the Chief of Unit.

Responsibilities

Under the direct supervision of the Chief of Unit, the incumbent will be responsible for the following duties:

  • Ensuring that all documents are properly classified and filed in appropriate sections of the staff members’ official status file in a timely manner and in accordance with the established procedures as set out in the relevant Administrative Instruction;
  • Training new Registry Clerks as necessary;
  • Planning and directing the archiving or retirement of inactive official status files and records in accordance with the established procedures, including maintaining the database of archived files for ease of retrieval and periodical review for disposal;
  • Preparing of official status files for transmission to overseas duty stations for:
  • – staff on transfer overseas, including directing the content of the skeleton files;
  • – staff on assignement to other duty station by transmitting the skeleton files;
  • – for the Joint Appeals Board (JAB) and Administrative Tribunal by transmitting the originals in good order, sealed and numbered, while keeping a skeleton file in the Registry;
  • – for staff member’s inspection as requested.
  • Maintaining computerized retrieval and tracking system for the active as well as inactive files.
  • Drafting standard memoranda, notes for the record and other correspondence related to the work of the Registry Unit.
  • Undertaking other duties as required such as planning, organizing and directing the work of the Unit; training, supervising, providing guidance and advice to the Registry Clerks; monitoring and ensuring equitable distribution of work within the Registry Unit.

Competencies

Professionalism:

  • Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting; Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps;
  • Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work

Accountability:

  • Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation:

  • Considers all those to whom services are provided to be ‘clients ‘ and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent. Must have passed the United Nations Administrative

Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience

A minimum of five years of progressively responsible experience in administrative services or related area.


Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is highly desirable.

Assessment Method

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.

Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Short-listed candidates will be invited to take the ASAT, if they have not passed.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.


No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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