UNDP Jobs - 55495- Registry Clerk/ Receptionist

Registry Clerk/ Receptionist

Location :

Astana, KAZAKHSTAN

Type of Contract :

Service Contract

Starting Date :

01-May-2015

Application Deadline :

22-Apr-15 (Midnight New York, USA)

Post Level :

SB-2

Duration of Initial Contract :

12 months

Languages Required :

English

Expected Duration of Assignment :

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

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 the Programme and Operations Teams and project staff, and other 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
Maintenance of proper registry system
Effective mail management
Cost recovery for pouch services
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 ICT for regular maintenance and repair
Management and planning of the front desk coverage
Assistance in the registering incoming invoices for UNDP Finance unit

Ensures provision of effective mail management focusing on achievement of the following results:

Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.
Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.

Ensures cost recovery for pouch services focusing on achievement of the following results:

Provision of information for proper prorating and billing of user agencies.

Ensures maintenance of registry system focusing on achievement of the following results:

Maintenance of the office filing system in accordance with the UNDP Global Filing System
Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
Preparation of correspondence and reports related to registry activities

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

Collection and update of UNDP CO and project staff information on a monthly basis, ensuring all data and information is correct and accurate.
Update of the UN Premises telephone list and UNDP 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 operations/projects staff on administration.
Sound contributions to knowledge networks and communities of practice.

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, correspondence and 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 and multi-tasking

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

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education: Secondary education.

Experience: 3 years of relevant experience. Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.

Language requirements: Fluency in Kazakh, Russian and English.

!IMPORTANT INFORMATION

How to apply: Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Please ensure that you upload your UN Personal History Form-P11 (on the 2nd page of the application by selecting "UPLOAD RESUME" option).

Incomplete applications will not be given consideration. Please note that only short-listed applications will be contacted.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS