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:
- Applications without the UNDP Personal history form (P.11) will not be considered. Please download P.11 form from http://www.kg.undp.org/content/kyrgyzstan/ru/home/operations/jobs/.
- Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document.