Historique

I. Organizational Context
 
The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancies for roster of qualified personnel.Candidates will be assessed by UN Human Resources team for particular type/level of function.

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 Management Support and Business Development, Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service delivery

Devoirs et responsabilités

II. Functions / Key Results Expected

Summary of key functions:

• Provision of front-desk service and telephone communications services.
• Updating UN staff information 
• Support to knowledge building and knowledge sharing

2. 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
• 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 bills in Atlas for the administrative services provided by UNDP to other agencies if requested.

3. 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 House telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

4. 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.

III. Impact of Results

The key results have an impact on the execution of the CO reception and telephone services in term of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UN capability in provision of administrative services.

Compétences

IV. Competencies and Critical Success Factors

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of standard tasks related to front desk service, telephone communications service and updating of staff information
• Good knowledge of UNDP administrative rules and regulations
• Good IT skills

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
  

Qualifications et expériences requises

V. Recruitment Qualifications

Education: 

• Secondary education.

Experience: 

• 2 to 3 years of relevant experience.

Language Requirements: 

• Fluency in the UN and national language of the duty station

UN Indonesia reserves the right to select one or more candidates from this vacancy announcement.We may also retain applications and consider candidates applying to this post for other similar positions with UN Indonesia at the same grade level and with similar job description, experience and education requirements.