RECEPTIONIST


Location : Brasília, BRAZIL
Application Deadline :10-Feb-13 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :

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, general reception and information services at the Country Office 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 UN 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. 
- Manage the meeting rooms calendars, monitoring additional services requested, booking rooms, direct visitors to each meeting.

2- 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.


3- 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.

Impact of Results
The key results have an impact on the execution of the CO reception and telephone service 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

Management and Leadership 
- 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

Please, fill with details and complete data all the required information in the Personal History Form: http://www.pnud.org.br/arquivos/p11.doc  (check bellow how to submitt application)

ATTENTION! Only applications made on UNDP Personal History Form - P11 and submmited on time in the UNDP Jobs System will be examined.

Education:
Secondary education required. Bachelor degree will be considered as an Asset.

Experience: Minimum 2  years of relevant experience as receptionist.

Language Requirements: Fluency in Portuguese, working knowledge in English. Working knowledge in Spanish is an asset.

Important:
- The candidate must have Brazilian nationality or be legally authorized to work in Brazil;
- UN is committed to achieving workforce diversity in terms of gender, individuals from minority groups, indigenous groups, afro-descendants and persons with disabilities are specially encouraged to apply

SUBMISSION OF APPLICATIONS:
Click "Apply Now". After filling the fields and clicking in "Submit Application", you MUST attach in the next page (upload resume) the UNDP Personal History Form - P11 (instead of your CV).

The P11 can be found in: http://www.pnud.org.br/arquivos/p11.doc  

Only applications made on UNDP Personal History Form - P11 and submmited on time in the UNDP Jobs System will be examined.

All applications will be treated with the strictest confidence. Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted.




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