Background

Under the guidance and supervision of the Administrative 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 UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:

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

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

• Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP;
• Operation and management of the telephone switchboard in accordance with appropriate protocol.Weekly check and test of all lines;
• Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair;
• Management and planning of the front desk coverage.

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

• Collection and update of UN staff information on a monthly basis, ensuring all data and information is correct and accurate;
• Update of the UN House telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

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

• Participation in training for the UN security staff;
• Sound contributions to knowledge networks and communities of practice.

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;
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

• Ability to perform a variety of standard tasks related to front desk service, telephone communications service and updating of staff information;
• Good knowledge of UNDP administrative rules and regulations;
• Good IT skills.

Leadership and Self-Management:

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education:

• Secondary education.

Experience:

• At least 2 years of clerical or secretarial work experience;
• Experience utilizing computers, including word processing, spreadsheet and other software packages.

Language:

• Fluency in both oral and written communication in Spanish and English

Additional information:

• This position is only open to individuals of Panamanian nationality;
• Qualified candidates who are interested in the above position are invited to submit their application by e-mail, in English, attaching a P.11 for Service Contract, not later than 1  August 2014.  

To:  http://www.undp.org/content/panama/es/home/operations/jobs/

• The electronic version of a P.11 for Service Contract can be downloaded from the vacancy announcement which has been posted at the same link;
• Applications received after the deadline will not be considered;
• Only short-listed qualified candidates will receive an acknowledgement.