UNDP Jobs - 50791- Receptionist/Office Clerk at UNDP Country Office

Receptionist/Office Clerk at UNDP Country Office

Location :

Minsk, BELARUS

Type of Contract :

Service Contract

Starting Date :

15-Nov-2014

Application Deadline :

27-Oct-14 (Midnight New York, USA)

Post Level :

SB-2

Duration of Initial Contract :

6 months with further extension

Languages Required :

English Russian

Expected Duration of Assignment :

further long-term extension

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

PLEASE READ THE INFORMATION BELOW BEFORE APPLYING FOR THE JOB:

This is a local position, therefore only citizens of the Republic of Belarus, Common Economic Space and others legally authorized to work in the country are eligible to apply.
To apply for the vacancy kindly upload your CV or UNDP PERSONAL HISTORY FORM.
The information about the Service Contract modality and the salary scale can be found at: TYPES OF UNDP CONTRACTS AND THEIR CONDITIONS, OFFERED BY THE UNDP OFFICE IN BELARUS

Under the guidance and supervision of the Operations Manager, Receptionist/ Office Clerk provides telephone communication and general reception and information services ensuring high quality and accuracy of work.

The Receptionist/Office Clerk works in close collaboration with the Programme and Operations Sections staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1. Ensure the provision of front-desk service and telephone communication services:

Maintenance at all times a professional image as the front line representative of the country office.
Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information.
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.
Screening and redirecting of incoming correspondence. Registration and posting of outgoing correspondence.
Receipt and registration of tender documents. Registration of Letters of attorney.
Assistance to staff with sending faxes and making phone calls. Registration of personal faxes/calls for cost recovery.

2. Ensure the provision of secretarial and administrative support:

Translation of incoming and outgoing correspondence upon request;
Preparation of routine correspondence upon request;
Extracting, inputting copying and filing data from various sources;
Provision of assistance in meetings preparation: copying of materials, arranging tea/coffee, making meeting minutes etc.
Monitoring of staff absences;
Daily logistical support to facilitate office functioning;
Any other clerical support duties as assigned by the office management.

3. Ensure the most updated staff and other contacts information:

Collection and update of staff information, ensuring all data and information is correct and accurate.
Update of the UN Directory and telephone lists of International Organizations, Embassies, and NGOs and other important contacts.

Competencies

Knowledge and understanding of administrative and secretarial best practices and procedures;
Excellent communication skills, ability to listen, adapt and explain;
Self-motivation and initiative taking;
Ability to establish, maintain effective working relationships with staff and clients;
Excellent drafting and translating/interpreting skills both in Russian and English;
Ability to plan, coordinate and organize workload while remaining aware of changing priorities and competing priorities and deadlines;
Strong computer and internet research skills.

Required Skills and Experience

Secondary education. University Degree in international relations, linguistics or other related field would be an advantage;
1 year of relevant work experience;
Previous work experience in an international organization is an advantage;
Experience in the usage of computers and office software packages;
Fluency in English and Russian.