Filing Clerk/Receptionist – UNFPA

Filing Clerk/Receptionist – UNFPA 

Vacancy Announcement No. UNFPA/MLW/003/2015, Type of Contract: Service contract, Duty Station, Lilongwe, Malawi, Contract duration: 6 months (one month initially) 

Under the overall guidance of the Operations Manager and under the direct supervision of the Personal Assistant to the Representative, the Filing Clerk/Receptionist provides filing related services in the country Office ensuring high quality and accuracy of work in order to obtain the optimum filing system while also facilitating telephone communication and general reception and information services ensuring high quality and accuracy of work.  The Filing Clerk/Receptionist promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of filing services 

Language requirements – fluency in English and Chichewa
Completion of Secondary Education Certificate, Administrative certification especially in office management would be desirable but not a requirement, 3 yrs of relevant administrative experience in the areas of administration, office management or procurement service, Experience with UN agencies or International NGOs would be an asset, experience in the usage of computers and office software packages (MS Excel, Word, Power Point etc) and knowledge of automated procurement systems, experience in handling of web based management systems 

Perform all  other clerical related duties as requested by supervisors from time to time, Staying updated with the organisation’s rules and regulations to protect and sustain the records, Monitoring of Purchase orders for travel in Atlas (PO monthly closure process), Supporting Procurement unit when required, Practicing effective coordination with the records management personnel, Visiting the off-site locations to retrieve the required documents from closed case files, Index documents with numbers or codes before filing, Inspect the filing section periodically to ensure records are categorised properly and are being maintained in a good condition, Keep records of materials files or removed using logbooks and computers to ensure that borrowed files are returned in time, Streamline document filing process ensuring their availability at all times, Digitise all necessary documentation and store in electronic systems, Maintain and update an effective
filing system, Operation and management of the telephone switchboard in accordance with appropriate protocol, Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UNFPA

UNFPA offers an attractive compensation package commensurate with experience, Malawian interested candidates should submit their applications, together with their CVs, motivation letter and copies of their certificates, quoting the vacancy reference number to The Representative, UNFPA, P O Box 30135, Lilongwe, email: malawi.office@unfpa.org Deadline for applications 20th April