• Maintenance of the registry system
• Effective mail management
• Office services
• Receptionist functions

• Maintenance of the office 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.
• Photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of  reference and background material from registry files.
• 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.

• Receipt, registration, coding and forwarding of incoming  letters and other correspondence to proper department/unit/officer and distribution of all necessary copies within the office.
• 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.

• Maintenance of a stock control and supply system for all office consumable items.
• Make sure stationary supplies are registered and their use monitored quarterly for effective control of their deployment.
• Help actively in relocation and reorganization of office spaces for new staff and visitors as requested.
• Handle the reservation of the Meeting Room for Conference and workshop and check the meeting room is ready, coordinate refreshment/water as requested.
• Assist the Admin Associate to ensure that relevant expenses are covered by petty cash, as per UNOPS policies.
• Assist the Admin Associate with assets & custodians registration and quarterly physical inventory.
• Ensuring the proper functioning of office utilities, e.g. water supply, electricity, etc.)
• Ensuring that all cleaning and maintenance requirements of the office are satisfied; supervision of cleaning team.
• Clerical assistance and support in compilation of reports and finance documentation.

4.  Provides tactful, efficient receptionist functions, focusing on achievement of the following results:

• Receipt of all visitors and incoming phone calls and directing them relevant unit/ individuals.
• Respond to all queries (by phone or in person) respond with discretion.

Impacts of results

The key results have an impact on the accurate, safe and timely execution of the UNOPS services.

Knowledge of another UN official language is an asset