Food and Agriculture Organization of the United Nations GENERAL SERVICE VACANCY ANNOUNCEMENT NO: VA 13/2013 Issued on: 09/09/2013 Deadline For Application: 07/10/2013 POSITION TITLE: Records Management Assistant GRADE: G-4 LOCATION: Santiago, Chile DURATION: 1 year renewable ORGANIZATIONAL UNIT: Administrative Support Unit POST NUMBER: 125628 OCC CODE: DUTIES AND RESPONSIBILITIES Under the supervision of the Senior Administrative Officer, the Records Management Assistant coordinates all registry services in RLC and acts as knowledge reference and focal point for registry matters and information needs, as well as overall responsible for inventory and asset control: 1. Coordinate all registry activities for RLC and act as knowledge reference for all departmental registry activities; 2. Ensure compliance with standard procedures for coding, filing and retrieving of correspondence and documentation, ensure the quality of Office records and improve the filing structure when necessary; 3. Coordinate and carry out the processing of incoming and outgoing correspondence and documentation: review, analyse, code, route, distribute and file incoming and outgoing correspondence, digitally and/or in hard copy format; 4. Provide support to clarify Registry issues and initiate correspondence to verify data, answer queries and obtain additional information as required to all staff; 5. Assist and provide staff with references related to incoming/outgoing correspondence; brief and train them on the coding and filing structure and the use of the corporate document management system 6. Coordinate the incoming and outgoing pouch services for the Regional Office; solve issues with Customs Authorities related to pouch; prepare urgent outgoing correspondence by fast courier and special pouch to be despatched to country offices; 7. Ensure the periodic transfer of inactive files to the Records and Archives 8. Overall responsible for inventory and asset control, and 9. Perform other duties as assigned QUALIFICATIONS – ESSENTIAL Applications are normally not considered from candidates who do not possess ALL of the Essential Qualifications Education: Secondary school education Experience: Four years of experience in clerical and/or secretarial work. Good knowledge of FAO or UN administrative systems and registry procedures Language: IT Skills: Working knowledge (level C) of Spanish and English Good working knowledge of MS Office (Windows, Word, Outlook, Excel) and internet. Good knowledge of search engines and/or records management systems. Knowledge of Digital Records Management System would be an asset Other: Well organized and capable of maintaining neat and accurate records Initiative and the ability to work under pressure Ability to establish and maintain effective working relationships with people of different national and cultural backgrounds Tactful and courteous Ability to recognize sensitive/confidential material and handle it with a high level of descretion Ability to communicate verbally and in writing effectively and concisely QUALIFICATIONS - DESIRABLE Knowledge of FAO registry procedures TO APPLY: Carefully read and follow the Guidelines to Applicants fao.org/alc/u/guidelines APPLICATIONS MUST BE SENT TO: VA 13/2013 – Records Management Assistant G4 E-MAIL: [email protected] HR Unit, FAO Regional Office, RLC Av. Dag Hammarkjöld 3241, Vitacura, Santiago
Posted on: Wed, 25 Sep 2013 15:38:50 +0000
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