Registry Clerk

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Registry Clerk

  • Post Date:February 18, 2022
  • Views 590
0 Applications
  • Career Level Clerk
    Qualification Diploma
    Experience 1-3 Years
  • Industry Non Governmental
Job Description

Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract Duration (Years, Months, Days): 6 Months
Closing Date: Feb 22, 2022, 12:59:00 AM
Primary Location: Zimbabwe-Harare
Organization: AF_ZWE Zimbabwe
Schedule: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

Purpose of the Position

The Registry Assistant is the first point of contact with the outsiders. The Registry Assistant works in close collaboration with the Program and Operations team staff to exchange information and ensure quality service delivery. Registry Assistant provides reliable registry services. The Registry Assistant demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds

Job Description

Objectives of the Programme and the immediate Strategic Objectives

  • Country Office Support Units have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)

  • The incumbent works on the basis of general instructions, own experience and precedents, following WHO Country Office specific procedures and practices, rules and regulations to ensure smooth work flow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent.

Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)

Under the guidance and supervision of the Operations Officer, the registry assistant will undertake the following tasks.

  • Ensures maintenance of registry system focusing on achievement of the following results:
    • Set up and maintenance of the office filing system in accordance with the WHO Filing System
    • Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
    • Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
    • Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files
    • Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
    • Preparation of correspondence and reports related to registry activities
    • Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff
  • 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/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
  • Perform any other duties that may be assigned by the supervisor.

Recruitment Profile

Competencies : Generic

  • Knowing and managing yourself
  • Producing results
  • Fostering integration and teamwork
  • Moving forward in a changing environment.

Functional Knowledge and Skills:-

  • The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure in the department, cluster and WHO, to be able to brief others and explain procedures.

Educational Qualifications

Essential:

  • Completion of secondary education or equivalent technical training or commercial education.

Desirable:

  • Post-Secondary training in registry, documentation or other similar courses.

Experience

Essential: –

  • 2-4 years of relevant experience and ability to work using computer.

Desirable: –

  • Experience in working with United Nations, multilateral or other non-profit international organization in health development or another UN agency is an asset.
  • Experience in Oracle –based or other ERP systems is an asset.

Language:

  • Fluency in written and spoken English

Other Considerations 

  • Work requires the use of word processing or other software packages, standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems is an asset. Work requires the use of Oracle/GSM for administrative matters.