UN House Receptionist (Re-advertisement)

Information

Common information

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UN House Receptionist works in close collaboration with the Management, Programme and Operations Teams personnel and ensures consistent service delivery for UN Agencies personnel based in UN House premises as well visitors of the UN House.

Qualification requirements

Qualification requirements

• 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

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

Duties

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. 

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. 

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.

Conditions

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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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