Receptionist
Ashkhabad
- Organization: UNDP - United Nations Development Programme
- Location: Ashkhabad
- Grade: Level not specified - Level not specified
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Occupational Groups:
- Administrative support
- Closing Date: Closed
A joint initiative has been established by the organizations of the United Nations system to achieve economies of scale by improving cost-effectiveness in the provision of services for the mutual benefit of the UN Offices, Programmes and Funds, and Specialized Agencies. The Common Building Services in respect of the Common Premises include:
1) Maintenance and repair;
2) Safety and security equipment such as fencing, access control elements, CCTV system, early fire detection and warning system, security lighting, and public announcement system;
3) Security personnel;
4) Telecommunications (PABX lines);
5) Receptionist/telephone operator;
6) Cleaning;
7) Landscaping;
8) Electricity;
9) Gas;
10) Water;
11) Heating, ventilation, and air conditioning (HVAC);
12) Waste removal.
More specifically, the Receptionist will perform the following duties:
- Maintenance of the registry system
- Effective registry mail management
- Provision of front-desk service and telephone communications services.
- Updating UN staff information including but not limited to telephone and extension numbers
- Ensures maintenance of registry system focusing on achievement of the following results:
- Set up and maintenance of the office filing system in accordance with the UNDP Turkmenistan Country Office system and 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
- Administering and maintaining the e-registry system of incoming/ outgoing correspondence by scanning and assigning the registration number
- 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. Observance and accurate maintenance of the bids and applications for tenders and vacancies, ensuring full confidentiality of received relevant information
- Participation in inventory procedures
- Making minutes for various meetings if requested
2. Ensures provision of effective registry mail management focusing on achievement of the following results:
- Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer by recording in the e-registry system
- Registration and dispatch of the outgoing communications by recording in the e-registry system.
3. 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.
- Maintenance of recording information in the system and reporting to telephone service provider for regular maintenance and repair.
- Management and planning of the front desk coverage.
4. 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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Core | |||
Achieve Results: | LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline | ||
Think Innovatively: | LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements | ||
Learn Continuously: | LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback | ||
Adapt with Agility: | LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible | ||
Act with Determination: | LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident | ||
Engage and Partner: | LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships | ||
Enable Diversity and Inclusion: | LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination | ||
Cross-Functional & Technical competencies | |||
Thematic Area | Name | Definition | |
Administration & Operations |
Documents and records management
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Overall document (hard or electronic) management; registry and retention policy including storing and archiving |
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Administration & Operations | Registry & correspondence management | Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archive |
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Business Management | Communication |
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Business Management | Digital Awareness and Literacy | Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed |
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Business Management |
Customer Satisfaction/ Client Management
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- Secondary education is required
- A university degree (Bachelor’s degree) in Public/ Business Administration or related field will be given due consideration but it is not a requirement.
- Minimum 5 years (with secondary education) or minimum 2 years (with bachelor’s degree) of relevant professional experience in the secretarial and/or administrative service at the national or international level;
- Strong ICT skills, including the application of digital tools in day-to-day work;
- Experience in similar assignments at the development cooperation agency or international organizations/ companies;
Languages:
- Fluency in Russian and Turkmen is required.
- Working Knowledge of English is a strong asset.
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