Background

Under the guidance and supervision of the Executive Associate, the Receptionist provides telephone communication and general reception and information services ensuring high quality and accuracy of work. The Receptionist promotes a client, quality and results-oriented approach.
 
The Receptionist works in close collaboration with the Management Support and Business Development, Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Summary of key functions:

• Provision of front-desk service and telephone communications services.
• Updating UN staff information
• Support to knowledge building and knowledge sharing

Duties and Responsibilities

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

• Monitors all visitors to the office; renders assistance to visitors by providing directions and accurate information related to UN/UNDP
• Receives, directs and relays telephone, fax and e-mail messages
• Maintains tracing of personal and other non-UNDP phone/fax calls for cost recovery purposes
• Picks up and delivers mail: opens, date stamps and registers all incoming and outgoing correspondence; ensures accurateness and correctness of outgoing correspondence according to UN/UNDP writing standards
• Registers letters of attorney for the office and projects staff
• Assists in the planning and preparation of meetings, conferences and conference telephone calls
• Keeps daily log of staff attendance; posts announcements on the Intranet “In/Out Board”; prepares attendance record cards for UNDP staff in an accurate and timely manner
• Prepares the minutes of internal operational meetings
• Collects and registers bids, sends bid requests to companies, provides secretarial support in bids opening meetings
• Provides backup to the Executive Associate to UN RC/UNDP RR in her absence
• Performs other related duties as required

2. Ensure the most updated UN staff and other contacts information, focusing on achievement of the following results:

• Collects and updates UN staff information on a monthly basis, ensures that all data and information is correct and accurate
• Updates the UN/UNDP telephone list and UN Directory, Addresses of Government, International Organizations, Embassies, and NGOs and other important contacts

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

• Participation in training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Competencies

OPERATIONAL EFFECTIVENESS

• Ability to perform a variety of repetitive and routine tasks and duties
• Ability to review data, identify and adjust discrepancies
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities

MANAGING  DATA

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS

• Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
• Shows sound grasp of grammar, spelling and structure in the required language
• Ensures correspondence, reports and documents comply with established UN standards
• Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments,frequent interruptions,deadlines,available resources and multiple reporting relationships
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

• Secondary education with a specialized training in secretarial and team assistance.
• 3 years of relevant experience.
• Fluency in English and Russian.