Reception and Safety Assistant - SC4

Safety and Reception Assistant will provide support for all aspects of the day-to-day reception and access control to UNDP premises and facilities. In addition, will handle administrative and clerical tasks as assigned by the Security Officer and/or Operations Manager. The Reception and Safety Assistant will report to the Security Officer and/or the Operations Manager on a task-origin basis. 

Reception and access control management:

• Provide security coverage at the entry points of a UNDP premises and/or annexes to prevent entry to unauthorized persons;
• Report to the security officer all safety and security related issues and comply the directions of the security officer;
• Management and planning of the front desk coverage, monitoring logbooks, and updating data;
• Maintain a logbook for registering UNDP visitor's names, IDs, time in and time out;
• Providing “Visitors’ ID Card” to UNDP visitors and make sure to keep identity card that belongs to visitors;
• Accompany VIP visitors to the Resident Representative, their Deputies offices and staff member offices;
• Report immediately to the security officer and/or the operations manager, any difficult situation with any visitor;
• Support the security staff with the submission of travel authorizations for internal and external travels, security clearances and later F10 for staff members involved in field missions;
• Performing clerical receptionist duties regarding filing, faxing, archiving, receiving mails and sorting files accordingly;
• Assist in the preparation of the security guards annual schedule and track their attendance;
• Act as telephone operator and update the UNDP telephone list, UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts;
• Operation and management of the telephone switchboard in accordance with appropriate protocol;
• Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair;
• Weekly check and test of all lines;
• Perform any related duties as assigned by the head of the security section and/or operations manager;

General administrative and clerical tasks in support of other departments as requested:

• Arrange airline ticketing, hotel reservations and VISA arrangement “if requested”, then collect the supportive documents and follow up with the invoices;
• Submit stationary orders and follow up with Operations for receipts, in addition to inventory check;
• Handle 2G, 3G and 4G cards requests and act as a focal point with carriers, receive staff inquiries and communicate with carrier for resolution, follow up internal lists and record data;
• Manage all incoming parcels / mails by receiving and recording and addressing them to the relevant parties.
• Identify all staff and maintain a logbook for registering their time in and time out;
• Assist HR team with the attendance of UNDP staff;
• Maintain history files for each vehicle containing records indicating distance travelled, date of last service/maintenance, date of next service/maintenance, fuel usage, etc.
• Maintain a detailed worksheet with full information of each vehicle trip /passengers, project number, duration, mileage, etc.;
• Maintain a monthly logbook for all vehicles to track the mileage cut (internal, mission, etc.);
• Maintain a record (in soft and hard copies) for the spare parts inventory, including spare parts shipments, available and used spare parts and receipt forms signed by the drivers.

Core:

Innovation:

• Ability to make new and useful ideas work.

Leadership:

• Ability to persuade others to follow.

People Management:

• Ability to improve performance and satisfaction.

Communication:

• Ability to listen, adapt, persuade and transform.

Delivery:

• Ability to get things done while exercising good judgement.

Technical/Functional:

Professionalism:

• Demonstrates professional competencies and mastery in safety, security, and administrative tasks.

Client Orientation:

• Treats all staff and visitors professionally and courteously.

Technological Awareness:

• Working knowledge of security equipment, in addition to knowledge with Microsoft environment and electronic correspondents.

Teamwork:

• Ability to establish and maintain effective working relationships with other colleagues.

Communication:

• Excellent oral communication skills in English and Arabic.

Education:

• High school Diploma.

Experience:

• 4 years of experience in Safety/Reception services and Administration is required;
• Experience with UN Agencies is an asset

Language Requirements:

• Fluency in oral and written Arabic and English is required

Other:

• Safety and Reception Assistant will handle equally security and operations tasks; reporting mechanism is based on the task’s origin; to security officer and/or operations manager whom are directly supervising the tasks delivered;
• Perform any related duties as assigned by the head of the security section and/or operations manager.

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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