Background

Under the overall guidance of the Operations Manager and daily supervision of UN House Common Services Assistant, the Switchboard Operator/ Pouch Assistant provides telephone communication and general reception and information services ensuring high quality and accuracy of work. The Switchboard Operator/ Pouch Assistant promote a client, quality and results-oriented approach.

The Switchboard Operator/ Pouch Assistant works in close collaboration with the Management, Programme and Operations Teams personnel and ensure consistent service delivery.

Duties and Responsibilities

Ensures 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 the programme/project;
  • Operation and management of the telephone switchboard in accordance with appropriate protocol;
  • Regular check and test of all lines;
  • Solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair;
  • Management and planning of the front desk coverage;
  • Maintenance of the proper filing system for documents.

Ensures the most updated personnel and other contacts information, focusing on achievement of the following results:

  • Collection and update of personnel information on a monthly basis, ensuring all data and information is correct and accurate;
  • Update of the office telephone list and programme/project directory, addresses of the Government, International Organizations, and NGOs counterparts and other important contacts;
  • Reception of participants at Programme/Project meetings and events;
  • Maintenance of personnel attendance record on a daily basis;
  • Registration of incoming and outgoing correspondence and documents;
  • Monitoring the work and schedule of programme drivers, cleaning ladies and security guards;
  • Ensuring logistics support on programme/project activities;
  • Copying and typing documents as requested;
  • Translation and interpretation as requested.

Provides assistance in issues related to day-to-day maintenance of UN House and common utilities services:

  • Assistance in collecting bills and proceeding payments for UN House common utilities services;
  • Maintenance of office facilities and utilities in close cooperation with UN House intendant;
  • Other related tasks assigned by OMT members.

 Operates as UN House pouch assistant/focal point:

  • Maintenance and registration of UN House’s incoming and outgoing shipments including diplomatic pouches;
  • Follow up and verification of invoices received by express carrier;
  • Collection and preparation of certifying requests and other documents for pouches/shipments form respective agencies;
  • Reporting on outgoing and incoming shipment operations to respective agency on a regular basis;
  • Other related tasks assigned.

 Support to knowledge building and knowledge sharing in the programme/project.

Competencies

  • Promoting ethics and integrity, creating organizational precedents;
  • Creating an environment of creativity and innovation;
  • Building and promoting effective teams;
  • Creating and promoting enabling environment for open communication;
  • Creating an emotionally intelligent organization;
  • Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
  • Promoting learning and knowledge management/sharing is the responsibility of each staff member;
  • Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

  • Secondary education;
  • Specialized secretarial or administrative trainings are desirable.

Experience:

  • 2 years of relevant experience in the area of receptionist/secretarial or administrative support in national or international organizations;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirements:

  • Fluency in English and Russian;
  • Knowledge of Kyrgyz is a strong asset.

Application: