Registry Assistant (Central Registry and Archives). UNMIT. Timor Leste. Open until 3 August 2010

Registry Assistant (Central Registry and Archives), FS-4
DEADLINE FOR APPLICATIONS: 03 Aug 2010
DATE OF ISSUANCE: 19 Jul 2010
ORGANIZATIONAL UNIT: United Nations Integrated Mission in Timor Leste
DUTY STATION: Dili (East Timor)
VACANCY ANNOUNCEMENT NUMBER: 10-ADM-UNMIT-424622-R-DILI (EAST TIMOR)
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.


United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities
Within limits of delegated authority, the Registry Assistant will be responsible for the following duties: Assist and advise the National Police of Timor Leste (PNTL) in developing/maintaining an organised and structured archive of all essential documents, especially those related to the institutional foundation of the PNTL, such as Norms of Organisation and Procedures, General Commander and Police Commissioner’s Directives, Memorandum of Understandings, etc; Assist and advise the PNTL in developing a central registry for easy reference; Assist and advise the PNTL in filing and essential records keeping; Advise the PNTL in developing an organised manner of distribution of documents ensuring that the instructions are conveyed efficiently through the chain of command even to the most remote areas; Perform other duties as required.

Competencies
Professionalism: Hands on knowledge and experience in the processes and procedures involved in archiving the documents and training of staff. Conscientious and efficient in meeting commitments, observing deadlines and achieving results; Show persistence when faced with difficult problems or challenges. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of peace operations. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise. Is willing to learn from others: places team agenda before personal agenda; support and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary. 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. Keeps clients informed of progress or setbacks in projects.
QUALIFICATIONS

Education
High school or equivalent diploma or equivalent. Technical training in business administration or management; Additional training in postal mail handling would be an advantage.

Work Experience
At least 6 years of progressively responsible experience relating to registry and archives system in the frame work of Public Sector/ Police. Experience in formulating/developing and implementation of database projects in an organisation, preferably in Public Sector/Government/Police.

Languages
Fluency in spoken and written English or French; knowledge of a second UN language is an advantage and sometimes a requirement. Knowledge of Portuguese, Tetum or Bahasa would be an advantage.

Other Skills


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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
How to apply

All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.

Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary.

To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.


After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications.


In completing the PHP, please note that all fields marked with an asterisk must be completed.


UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax.

E-mail: staffing@un.org,

Fax: 1-212-963-2800



Please see the Frequently Asked Questions, if you encounter problems when applying.