Registry Clerk

With the aim to support the UN system in the country the Government of Kazakhstan provided the UN agencies, located in Astana, with a 6 storey-building. According to the terms of the Memorandum Concerning Occupancy and Use of Common Premises by United Nations Agencies, Programmes, Funds and Offices (Memorandum) the UNDP country office was selected as an administrative agency responsible for day-to-day management over the provided premises (UN Building in Astana/Common Premises). For these purposes UNDP established a Common Premises Team (CPT) headed by the Common Premises Manager. The CPT is responsible for building maintenance and provision of common premises related administrative support services to UN Agencies residing in the UN Building in Astana. The CPT reports to Operations Manager of UNDP Kazakhstan and is supervised by the Common Premises Manager.

The Registry Clerk works under direct supervision of the Common Premises Manager and supports UNCP team in providing effective and efficient execution of registry related activities as a part of Common Premises services, front-desk support services to Astana CP tenants ensuring high quality and accuracy of work. The Registry Clerk promotes a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The Incumbent will apply professional and accurate registration of documents, pouches, parcels, prepare payment documents for common premises services.

• Efficiently perform communication and reception tasks
• Guide and inform the visitors about UN Agencies in Astana with professionalism and client orientation;
• Operate the switchboard in in compliance with established protocol;
• Maintain the filing system, initiating new and archiving outdated files as per internal practices;
• Open the new subject files as required and dispose old files in accordance with the established retention schedule; 
• Ensure timely update of the common UN Staff Directory for Astana;
• Provide reproduction services including the photocopies of material from the registry files, scanning, printing, etc as requested by staff;
• Translate the common incoming mail, official letters/ correspondence for UN CP tenants, if necessary;
• Ensure the proper functioning of the registry equipment by informing the ICT unit in a timely manner. 
• Process the incoming and outgoing correspondence including faxes, letters, mails, and e-mails and other correspondence; 
• Ensure accurate distribution to relevant agencies/departments/units/focal points;
• Manage the receipt and dispatch of all pouches including diplomatic, maintain proper registry, billing, and endorsements, archiving the supporting documents as per established procedures.
• Provide support to the CP Manager in organizing and facilitating the internal CP meetings;
• Assist in gathering the relevant data at the request of the CP Manager related CP management;
• Distribute information within the UN CP tenants at the request of Astana CP management;
• In cooperation with CP Manager maintain the database with potential and existing suppliers of Common Premises services
• Support the UN CP management in Astana on cost recoveries for pouch and other services;
• Provide support with General User rights in Quantum, including registration of suppliers in Quantum system, creating the E-requisitions for payment processes of UN Common Premises and Security projects as needed;
• Assist in processing the payments for common premises and security services as per set procedures and requirements as needed;
• Assist to CP Assistant with the VAT return documents to Finance Unit for VAT return processes;
• Draft the letters, Power of Attorney for UN CP needs as requested; 
• Contribute to UNCP budget preparation within the registry regular costs’ estimation;
• Perform other duties within incumbent’s functional profile as assigned and deemed necessary for the efficient functioning of the office.
• Backstop of the UNDP Executive Associate in his/her absence when needed.