Scope of Work
| Ensures provision of front-desk service and telephone communication services focusing on achievement of the following results: - Monitors all visitors to the office; assists visitors by providing directions and accurate information related to the programme/project.
- Operates and manage the telephone switchboard in accordance with the appropriate protocol.
- To check regularly and test all lines
- To provide support in the solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair.
- To manage and plan the front desk coverage.
- To maintain the proper filing system for documents.
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| Ensures the most updated personnel and other contacts information, focusing on achievement of the following results: - To make the collection and update of personnel information on a monthly basis, ensuring all data and information is correct and accurate.
- To update the office telephone list and programme/project directory, addresses of the Government, International Organizations, and NGOs counterparts and other important contacts.
- To meet reception participants at Programme/Project meetings and events;
- To register incoming and outgoing correspondence and documents;
- To copy and type documents as requested;
- To translate and interpret as requested.
- To assist in collecting bills and proceeding payments for UN House common utilities services; To maintain office facilities and utilities in close cooperation with UN House intendant;
- To perform other related tasks assigned by UN House tenants.
Operates as UN House pouch assistant/focal point: - To maintain and register the UN House’s incoming and outgoing shipments including diplomatic pouches;
- To follow up and verify invoices received by express carrier;
- To collect and prepare certifying requests and other documents for pouches/shipments from respective agencies;
- To report on outgoing and incoming shipment operations to the respective agency on a regular basis;
- To perform other related tasks assigned.
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Institutional Arrangement
Under the overall guidance of the Operations Manager and daily supervision of UN House Associate, the UN House Receptionist provides telephone communication and general reception and information services ensuring high quality and accuracy of work. The UN House Receptionist promotes a client, quality and results-oriented approach.
Competencies
Core
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Business Management – Communication:
- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
- Ability to manage communications internally and externally, through media, social media and other appropriate channels
Administration & Operations – Registry & correspondence management:
- Ability to collect, register, maintain and deliver mail and UNDP pouch;
- Ability to manage archives
Events management (including retreats, trainings and meetings):
- Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Procurement – Procurement Management:
- The ability to acquire goods, services or works from an outside external source
Minimum Qualifications of the Successful NPSA:
- Min. Academic Education: Secondary education. A first university degree (Bachelor´s degree), preferably in the field of linguistics or international relations or other relevant fields will be given due consideration, but is not a requirement.
- Min. years of relevant Work experience: 4 years (with secondary education) or 1 year (with Bachelor’s Degree holders) of relevant experience in the area of receptionist/secretarial or administrative support. Relevant work experience in international organizations is an asset.
- Required skills: Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is a must.
- Other skills and competencies: Solid experience in managing databases, documents, and correspondence; experience in translating and interpreting; solid experience in operating and managing telephone switchboards.
- Required Language(s) (at working level): Fluency in Russian and English. Knowledge of Kyrgyz is a strong asset
- Professional Certificates n/a
Disclaimer
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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