Common Services Desk Operator

Background

Common Services Desk Operator (CSDO) is expected to work in close cooperation with UN  agencies, UNDSS, Common service team and the Service Bureau for Diplomatic Missions, ensuring effective and efficient management of the UN telephone system, coordinating the upcoming visitors and pedestrians in accordance with the UN Premises access control procedures, supporting with the preparation of the UN Telephone directories, as well as providing administrative support to the common service-related works. 

Organizational Setting

Under the guidance and supervision of the UN Common Premises Coordinator (CPC), the CSDO provides front-desk and telephone operation, visitor coordination, logistical support to meetings/events, administrative support and information services ensuring high quality and accuracy of work. The CSDO promotes a client and results oriented, quality service approach.

The CSDO works in close collaboration with the personnel of the UN Agencies, counterparts and visitors to exchange information and ensure consistent services delivery.

Summary of key functions

• Provides afront-desk service and telephone operating services
• Updates UN telephone directory and contact information of UN Agencies
• Acts as the primary backstopping carpooling focal point in coordination with UN agencies
• Coordinates UN compound maintenance, repair works
• Provides administrative support to Common Premises Coordinator
• Provide timely support for official meetings and events
• Supports to knowledge building and knowledge sharing in area of Common Services

Duties and Responsibilities

1. Ensure the provision of front-desk service and telephone operation services focusing on achievement of the following results:

• Monitors and assists all visitors to UN House;
• Ensures provision of accurate and timely information and front desk support to UN House residents;
• Works in a close cooperation with security guards, liaises with UN House residents and visitors prior allowing the access to compound;
• Transmits the official correspondence and pouches to the respective Agencies; supports the arrangement of mailing services for outgoing correspondences;
• Registers applications and bids to respective agency secure boxes;
• Operates and manages the telephone switchboard in accordance with appropriate protocol;
• Conducts weekly check and ensures uninterrupted operations of all telephone lines;
• Reports to telephone service provider for regular maintenance and repair;
• Keeps the logbook of UN compound and premises maintenance i.e. utilities (electricity, heating, water usage, and garbage removal) recordings such as electricity, heating and water meters;
• Coordinates the UN compound maintenance, repair works with the Service Bureau for Diplomatic Missions;
• Reports the UN House related issues to the CPC and related parties on a timely manner.

2.Ensures the most updated UN telephone directory and other contacts information, focusing on achievement of the following results:

• Collects and updates UN staff contact information on a monthly basis following the designated template, ensuring all data and information is correct and accurate;

3.Provides efficient and timely support to the carpooling initiative including:

• Works as a primary backstopping carpooling focal point in close cooperation with UN agency carpooling managers, including administration of car bookings in the system, coordination and effective communication with staff and drivers;
• Updates the list of carpooling system users on a timely basis in consultation with UN agency carpooling managers;
• Attends the carpooling related orientation and briefing sessions.

4.Provides effective administrative and service support to the Common Services as follows:

• Prepares, consolidates common payments for approval and processing in coordination with Global Shared Service Center and the Finance team;
• Supports the common procurements under UN OMT work plan;
• Supports with the physical verification of common supply, inventory and assets records in line with the organization’s rules and regulations.
• Acts as daily attendance record monitor for common service staff.

5.Provides timely support for official meetings and events as follow:

• Provides support for UN joint events managing minor administrative duties of common services such as providing logistical support to public events, making follow up RSVP calls for UN joint events etc.
• Manages the schedule of common meeting rooms and keeps the rooms ready for next meetings;
• Provides logistical support and coordination at events taking place at the UN auditorium and common meeting rooms including arranging the event settings, and preparation of auditorium equipment;
• Prepares in advance tea and coffee for the meetings, and upkeep the meeting rooms for the next meeting;
• Make sure that the hygiene and cleanness of common meeting room cups/glasses/plates at highest standard.

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

• Participates in training for the operations/projects staff on administration;
• Sound contributions to knowledge networks and communities of practice in area of common services.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

• Knowledge Management and Learning
• Shares knowledge and experience
• Provides helpful feedback and advice to others in the office
• Be flexible as member of the team to assist Admin-supporting staff as required

Development and Operational Effectiveness

• Demonstrates excellent knowledge of protocol
• Demonstrates excellent knowledge of security issues

Leadership and Self-Management

• Focuses on result for the client
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Responds positively to critical feedback and differing points of views

Required Skills and Experience

Education:

• Secondary education is a requirement.
• University degree in the related field is a strong asset but not a requirement.

Experience:

• Min five (5) years (with Secondary education), or, min three (3) years (with BA degree) of relevant experience in administration, front desk or programme support services is required.
• Work experience in an international organization is an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in handling of web-based management systems is required.

Language Requirements:

• Fluency in English and Mongolian languages.