Emplois au PNUD - 49885- Receptionist, UN Common Premises, Almaty (only for

Receptionist, UN Common Premises, Almaty (only for Kazakhstan citizens)

Lieu :

Almaty, KAZAKHSTAN

Type de contrat :

Service Contract

Date de commencement :

Date limite de candidature :

01-Oct-14 (Minuit New York, États-Unis)

Niveau du poste :

SB-2

Durée du contrat initial

12 months

Langues requises :

Anglais Russe

Durée prévue de la mission :

Le PNUD s’engage à recruter un personnel divers en termes de genre, de nationalité et de culture. Nous encourageons de même les personnes issues des minorités ethniques, des communautés autochtones ou handicapées à postuler. Toutes les candidatures seront traitées dans la plus stricte confidentialité. Le PNUD ne tolère pas l’exploitation et / ou les atteintes sexuelles, ni aucune forme de harcèlement, y compris le harcèlement sexuel, et / ou toutes formes de discrimination. Tous/tes les candidats/tes selectectionnes /ées devront ainsi se soumettre à de rigoureuses vérifications relatives aux références fournies ainsi qu’à leurs antécédents.

Historique

Under the guidance and supervision of the CP UN Common Premises Manager, the Receptionist provides telephone communication, general reception, information and registry services to Almaty Common Premises tenants ensuring high quality and accuracy of work. The Receptionist promotes a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

The Receptionist works in a team with the Receptionist/Telephonist and in close collaboration with the Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Devoirs et responsabilités

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
-Translation of official documentation (up to 2 pages daily) into English, Russian and Kazakh
-Support to knowledge building and knowledge sharing

1. 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 Agencies in Almaty.
-Operation and management of the telephone switchboard in accordance with appropriate protocol.
-Regular 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 UN CP in Almaty administrative services provided by UNDP to other agencies if requested.

2. 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.

3. Ensures cost recovery for pouch services focusing on achievement of the following results:
-Provision of information for proper prorating and billing of user agencies.

4. 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

5. 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.

6. Provide translation of official documentation (up to 2 pages daily) into English, Russian and Kazakh upon request from Almaty CP tenants

7. Support to knowledge building and knowledge sharing in the UN CP Almaty, 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.

Impact of Results

The key results have an impact on the accurate, safe, cost-effective and timely execution of the Almaty Common Premises services.

Compétences

Competencies and Critical Success Factors
Corporate Competencies:
-Demonstrates commitment to UN 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 UN 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
-Responds positively to critical feedback and different points of view

Qualifications et expériences requises

Education: Secondary education. Bachelor Degree in economic, social, business administration or other related fields.

Experience: 3 years of relevant experience (UN experience will be an asset). 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.