UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.

Under the broader framework of the SDGs and in line with the UN Sustainable Development Cooperation Framework (UNSDCF), UNDP Tajikistan continues to deliver on its key strategic priorities within its Country Programme for the period 2023-2026, namely: (i) Sustainable, inclusive and green economic growth, (ii) Integrated management of climate and environmental risks, and (iii) people-centered governance and advancing rule of law.

In achieving the above, UNDP supports the acceleration of Tajikistan’s industrialization, economic productivity and competitiveness, trade, innovative entrepreneurship while ensuring that growth is risk-informed and inclusive.

UNDP continues to invest in Tajikistan’s growth in a sustainable manner and to strengthen resilience to climate change through advancing climate change adaptation (CCA), mitigation and disaster risk reduction (DRR).

UNDP invests in improving access to rights and services through strengthening effective, inclusive and accountable governing institutions, promoting a transparent, gender-sensitive and digitalized public administration with innovative solutions.  UNDP focuses on the advancement rule of law and access to justice and facilitates people’s meaningful participation – in particular, women and youth – in decision-making to promote equality and social cohesion at local level.
Duties and Responsibilities

Under the guidance and direct supervision of the Operations Specialist, the Registry and Reception Clerk provides streamlined registry support, communications and general reception and information services ensuring high quality and accuracy of work. The Registry and Reception clerk promotes a client, quality and results-oriented approach and works in close collaboration with the Management Support, Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service delivery.

• Greeting, ensuring clearance and monitoring of all visitors to the office; assistance to visitors by’ providing directions and accurate information related to UN/UNDP.
• Regularly update the UN/UNDP compound telephone list and Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts. information is correct and accurate.
• Operation and management of the telephone switchboard in accordance with appropriate protocol.
• Management and planning of the front desk coverage.
• Ensure visitors are escorted to the specific offices or conference room.

2. Ensures maintenance of registry system.

• Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System and the Documentary Classification Scheme for managing project documents.
• Responsible for implementing, maintaining, and promoting the proper use of the Document Management Software and e-solutions of the Country Office.
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
• Maintenance of archives, making sure files are properly stored and accessible, safe keeping of documents.
• Provision of – documents from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files.
• Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
• Preparation of correspondence and reports related to registry activities.
• Supervision of the Registry support personnel.
• Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT personnel.
• Tracking and maintenance of registry contracts such as courier service providers, file custody, etc, and active participation in the procurement processes carried out for contracting those services.

3. Effective mail management.

• Receipt, registration, coding and forwarding of incoming messages, letters and other correspondence to proper department/unit/office.
• Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
• Cost recovery on Pouch Operations.

4. Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in training for operations and project staff on administration and related security.

5. Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.