Background

Under the guidance and supervision of the Administrative Assistant, 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

Duties and Responsibilities

Summary of key functions:

• Provision of front-desk service and telephone communications services
• Updating UNDP staff information
• 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/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 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.
• Act as focal for sending and receiving mails by post, hand-deliver.
• Manage and distribute newspapers and publications
• Send faxes
• Manage the booking of meeting rooms

2. Ensure the most updated UNDP telephone list and other contacts information, focusing on achievement of the following results:

• Collection and update of UNDP compound telephone list on a monthly basis or when required, ensuring all data and information is correct and accurate.
• Update the telephone list to UNDP Intranet
• Update telephone list of UN Agencies and other important contacts when needed

3. Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in training for the operations staff on administration.
• Sound contributions to knowledge networks and communities of practice.

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

Competencies

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

Required Skills and Experience

Education:

• Secondary education

Experience:

• 2 to 3 years of relevant experience

Language:

• Fluency in English and Vietnamese