UNDP Jobs - 48958- Receptionist & Administration Clerk

Receptionist & Administration Clerk - (Open to Fiji Nationals Only)

Location :

Suva, FIJI

Type of Contract :

TA Local

Starting Date :

Application Deadline :

23-Aug-14 (Midnight New York, USA)

Post Level :

GS-3

Duration of Initial Contract :

5 months

Languages Required :

English

Expected Duration of Assignment :

Only until 31 January, 2015

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

Background

The United Nations Development Programme (UNDP) is the UN’s global development organization, advocating for change and connecting the Pacific to knowledge, experience and resources to help people build a better life. The Fiji Multi country Office covers 10 countries - Federated States of Micronesia, Fiji, Kiribati, Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu and Vanuatu.

Under the guidance and direct supervision of the Human Resources & Administration Team Leader, the Receptionist and Administration Clerk 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 and Administration Clerk works in close collaboration with the Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

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;
Assistance in the preparation of cost-recovery for telephone and other administrative services provided to UNDP and other agencies and projects if requested;
Preparation of monthly oversight reports on telephone management and reconciliation of telephone account with bills.

Provides administrative and logistical support, focusing on achievement of the following results:

Arrangement of travel and hotel reservations, preparation of travel authorizations;
Administrative support to organization of conferences, workshops, retreats;
Collection of information for DSA, travel agencies and other administrative surveys;
Extracting, inputting, copying and filing data from various sources;
Maintenance of files in Administrative Unit;
Annual collation , compilation and submission of all Multi country public Holidays for endorsement;
Performing ATLAS functions such as preparation of requisitions ; receiver functions for goods and services for management projects and Travel and creation of vendor accounts in compliance with vendor management;
Performing back stopping Registry functions for receipt and distribution of mails and updating Registry records;
Assist with HR administrative functions when required.

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 premises telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts;
Preparation of daily disposition list for security office.

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

Functional 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;
Interprets data, draws conclusions and/or identifies patterns which support the work of others.

Managing Documents Correspondences & 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 & Multitasking:

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.

Required Skills and Experience

Education:

Successful completion of Secondary education;
Certification or Diploma in Administration would be an advantage.

Experience:

3 years of relevant Administrative and Receptionist experience;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems and network based telephone systems.

Language:

Fluent in spoken and written English.