UNDP Jobs - 38163- Receptionist - (Sri Lankan Nationals only)

Receptionist - (Sri Lankan Nationals only)

Location :

Colombo, SRI LANKA

Type of Contract :

Service Contract

Starting Date :

01-Sep-2013

Application Deadline :

28-Jun-13 (Midnight New York, USA)

Post Level :

SB-2

Duration of Initial Contract :

One Year

Languages Required :

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 Premises Associate, the Receptionist provides telephone communication and information services to the UN premises 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 staff of UNDP Country Office and other UN agencies 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.

Ensure the provision of front-desk service and telephone communication services focusing on achievement of the following results:

Operation and management of the telephone switchboard in accordance with appropriate protocol and courtesy;
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.

Ensures maintenance of registry system, effective mail and pouch management focusing on achievement of the following results:

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;
Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the UNDP ICT staff;
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;
Organization and preparation of documents courier and pouch shipments (received/sent), preparation of all necessary documentation, implementation of follow-up actions;
Proper prorating and billing for pouch services of user agencies.

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 Premises telephone list and UN 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.

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 years of relevant experience.

Language Requirements:

A working knowledge of English, as well as Sinhala and/or Tamil.