Antecedentes

Under the guidance and supervision of the Operations Manager, the Receptionist/ Registry Clerk provides telephone communication and general reception and information services ensuring high quality and accuracy of work.

The receptionist/ registry Clerk promotes a client, quality and results-oriented approach, reliable registry services and ability to work with people of different national and cultural backgrounds.

Deberes y responsabilidades

1.         Ensures 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.

2.         Ensures maintenance of registry system focusing on achievement of the following results:

• Set up and maintenance of the office filling 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.
• Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files.
• 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 to registry activities
• Participation in the creation and maintenance of an electronic registry/ archive system in close cooperation with the ICT staff

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

4.         Ensures provision of effective mail management and cost recovery on Pouch Operations 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.
• Proper prorating and billing of user agencies.

5.         Supports 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.

Competencias

Operational Effectiveness:

• Ability to perform a variety of repetitive and routine tasks and duties related to registry
• Ability to review data, identify and adjust discrepancies
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities

Managing Data:

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
• Interprets data, draws conclusions and/or identifies patterns which support the work of others

Managing Documents, Correspondence and Reports:

• Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
• Shows sound grasp of grammar, spelling and structure in the required language
• Ensures correspondence, reports and documents comply with established UN standards
• Ability to produce accurate and well documented records conforming to the required standard

Planning, Organizing and Multi-tasking:

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Habilidades y experiencia requeridas

Education:

• Secondary education

Work Experience:

• 2-3 years of relevant work experience; Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.

Language requirement:

• Fluency in English and Albanian language

Application Procedure:

Qualified candidates are requested to apply online via UNDP Albania website. Applications should contain:

• Cover letter stating your interest in and qualifications for the advertised position. Please paste the letter into the "Resume and Motivation" section of the electronic application.
• Filled UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs); blank form - Download here. Please upload the P11 instead of your CV.

Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.

How to Submit the Application:

To submit your application online, please follow the steps below:

• Download and complete the UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs) - Download here;
• Merge your UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs) and cover letter into a single file. The system does not allow for more than one attachment to be uploaded;
• Click on the Job Title (job vacancy announcement); Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;” Upload your application/single file as indicated above with the merged documents (underlined above);
• You will receive an automatic response to your email confirming receipt of your application by the system.

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.