Messenger/Archivist,
UNODC
Cairo, Egypt
Deadline : 21 Oct 2017
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Job Code Title: Messenger/Archivist Pre-classified Grade: ICS-1 Supervisor: Executive Associate of the Regional Representative II. Organizational Context Under the overall guidance of the Regional Representative for the Middle East and North Africa and the direct supervision of the Executive Associate of the Regional Representative at the UNODC Regional Office for the Middle East and North Africa (ROMENA), the Messenger/Archivist will ensure the provision of administrative services to the UNODC Regional Office in Egypt. The Messenger/Archivist will demonstrate a client-oriented approach, a high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds. III. Functions / Key Results Expected Summary of Key Functions: Incoming/Outgoing correspondence and packages Filing all correspondence and project files Building maintenance Hospitalities for incoming visiting delegations 1. Collects all incoming mails and other correspondence for delivery to the Executive Associate of the Regional Representative. Upon instruction from the Executive Associate, delivers mails and other correspondence to the UNODC staff concerned in the office. 2. Packs material received for dispatch, and inserts material in envelopes and franks outgoing mail. 3. Handles the sending/receiving of faxes, and pays the fax lines bills after obtaining money from the Finance Unit. 4. Supports project teams in preparing meeting packages (photocopying material, preparing folders for participants, etc.). 5. In collaboration with the Finance Associate/Assistant, makes copies of all financial files before they are sent to UNDP, and makes sure that no files are missing for each UNODC project. 6. Assists the Executive Associate of the Regional Representative in filing documents. 7. Serves as the Focal Point for all outgoing correspondence, ensuring that they are properly copied and filed prior to sending out. 8. Upon request from the UNODC ICT Associate undertakes small building repairs and replacements. 9. Monitors the inventory of water bottles, places orders when required, and ensures distribution of the bottles to every floor. 2 10. Helps moving office furniture to new rooms, as required. 11. Supports the Regional Representative, his/her Deputy, and Project Coordinators in preparing beverages for official meetings with incoming delegations. 12. Buys tea, coffee and hygiene supplies for the office, as instructed by the Executive Associate. 13. Perform other related duties as required. IV. Impact of Results The key results have an impact on ROMENA archives and its ability to properly maintain records of its activities over the years. V. Competencies and Critical Success Factors Demonstrating/safeguarding ethics and integrity; Ability to perform required tasks in a timely manner and ensuring high accuracy; Demonstrate corporate knowledge and sound judgment; Self-development, ability to learn; Facilitating and encouraging open communication in the team, communicating effectively; Creating synergies through self-control; Good interpersonal skills and ability to establish and maintain effective partnerships and working relationships in a multicultural environment; Attention to details and discretion. VI. Recruitment Qualifications Education & Experience: Secondary Education and/or University degree with at least 2 years of work experience as a messenger or archivist is desirable. Knowledge and experience with complex photocopy/fax machines is required. Previous experience in sorting, filing and organizing large amounts of documents is required. Language Requirements: Fluency in English and Arabic is required. VII. Signatures- Job Description Certification Incumbent (if applicable) Name Signature Date Supervisor Name Signature Date Chief Division/Section Name Signature Date 3 Interested candidates should submit their duly filled P.11 form and a cover letter explaining why they think they are the best candidate for the position to hr.egypt@unodc.org by close of business Saturday, 21 October 2017, writing in the subject line the title of the position. Only short-listed candidates will be contacted