Background

The UN House in Brussels is comprised of 11 UN Agencies, funds and programmes, dedicated to maintaining, nurture and develop the partnership between the UN and the institutions of the European Union.

Under the overall guidance of the UN house Management Committee and the direct supervision of the UN House Manager the UN House Receptionist provides support to UN agencies staff by greeting incoming visitors, answering phone calls, establishing and maintaining a proper communication channel with the ground floor main general reception and delivering accurate 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 all the UN agencies assistants and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Duties and Responsibilities

The Part-Time UN House Receptionist (8:00 to 13:00 or13:00 to 18:00), under the supervision of the UN House Manager, 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;
• Operation and management of the telephone switchboard in accordance with appropriate protocol;
• Answer telephone calls in a professional and courteous manner and forward the calls to appropriate personnel or department in a timely manner and in accordance with the appropriate protocol;
• Maintain a Dispatch/ receiving book, record correctly all incoming and outgoing mail;
• Identify all staff faces and names;
• Accompany VIP visitors to the relevant office when required or notify the host that the visitor has arrived, as applicable;
• Effective mail management and distribution;
• Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files;
• Dispatches outgoing correspondences as appropriate;
• Support with Conference visitor screening and issuance of visitor stickers;
• Support office security by applying all the necessary security procedures and controlling access via the reception desk (issue visitor badges where required);
• Ensure the reception area is always tidy and presentable;
• Support with conference room reservations ;
• May be requested to perform other administrative duties upon needs.

Deliverables:

• Produce progress reports outlining the progress achieved according to ToR at the end of each calendar month.

One final report outlining the achievements for the entire duration of the assignment at the end of the contract.

Competencies

Core Competencies:

• Demonstrates integrity and ethical standards;
• Demonstrates the ability to remain objective, neutral and independent vis-à-vis all parties involved;
• Demonstrates commitment to UN’s mission, vision and values by supporting corporate goals;
• Complies with UNP’s rules, regulations and code of conduct;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

• Ability to perform a variety of repetitive and routine tasks and duties;
• 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;
• System administration of Windows operating systems and Linux operating system;
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
• Experience 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 ;
• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships ;
• 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.

Required Skills and Experience

Education:

• Successful completion of Secondary education;
• Certification or Diploma in Administration would be an advantage.

Experience:

• 3 years’ of relevant experience.
• Able to communicate at all levels.
• Able to work both as a part of a team or on own initiative.
• UN experience/International environment is desirable, but not mandatory.

Language Requirements:

• Fluency in French and English
• Knowledge of other UN official languages is an advantage.

Requirement:

• Candidates must have the legal right to live and work in EU countries.

Application Submission Process:

The application submission is a two-step process. Failing to comply with the submission process may result in disqualifying the applications:

Step 1: Interested individual consultants must include the following documents when submitting the applications in UNDP job shop (Please note that only 1 (one) file can be uploaded therefore please include all docs in one file):

• Personal History Form (P11), indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references (the template can be downloaded from this link: http://sas.undp.org/Documents/P11_Personal_history_form.doc
• An updated curriculum vitae.
• A motivation letter prepared by the candidate detailing how he/she is best fit for this consultancy given his/her experience and background.

Step 2: Submission of Financial Proposal

Applicants are instructed to submit their financial proposals in EUR for this consultancy to procurement.be@undp.org using the financial proposal template available here: http://procurement-notices.undp.org/view_file.cfm?doc_id=45780. The proposals should be sent via email with the following subject heading: “UN House Receptionist” by latest June 7th, 2019 . Proposals to be received after the deadline will be rejected. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal should be all-inclusive and include a breakdown. The term ‘all-inclusive” implies that all costs (monthly professional fees, travel related expenses if applicable, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal. 

Application Evaluation Process

Individual consultants will be evaluated based on the cumulative analysis methodology (weighted scoring method), where the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of technical and financial criteria specific to the solicitation.

Technical Criteria weight: [70%]

Financial Criteria weight:  [30%]

Only Individual Consultants obtaining a minimum of 70% on the Technical evaluation would be considered for the Financial Evaluation.

Selection Process

All applicants will be screened against qualifications and the competencies set above. Candidates fully meeting the requirements will be further evaluated based on the criteria below.

Application Evaluation Process

Individual consultants will be evaluated based on the cumulative analysis methodology (weighted scoring method), where the

award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable; and

• Having received the highest score out of a pre-determined set of technical and financial criteria specific to the solicitation.

Technical Criteria weight: [70%]

Financial Criteria weight: [30%]

Only Individual Consultants obtaining a minimum of 70% on the Technical evaluation would be considered for the Financial

Evaluation.

Technical Criteria - 70% of total evaluation – max. 100 points:

• Experience in clerk/administrative/receptionist functions– max 40 points;

• Knowledge of international environment and organizational set-up, working within a UN and/or EU context an asset - max 20 points;

• Knowledge of English and French  – max 10 points;

Please note that only shortlisted candidates receiving more than 70% will be will be invited for interview.

• Interview - max 30 points

Only those individual consultants who obtained at least 70% of points from the technical evaluation and interview will be considered for financial proposal evaluation.

Financial Criteria - 30% of total evaluation

The following formula will be used to evaluate financial proposal:

p = y (µ/z), where

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

UNDP is applying fair and transparent selection process that would take into account both the technical qualification of Individual Consultants as well as their price proposals. The contract will be awarded to the candidate obtaining the highest combined technical and financial scores. Please go the following link for the General Conditions of Individual Contracts: http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf

UNDP retains the right to contact references directly.

Payments will be made only upon confirmation of UNDP on delivering on the contract obligations in a satisfactory manner.

Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under dss.un.org

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.

Please note that UNDP cannot guarantee residence permits or visas for consultants.

Applicants must therefore have a valid work permit or permanent residency in Belgium.

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.