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  • Organization: UNDP - United Nations Development Programme
  • Location: Ashkhabad
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Administrative support
  • Closing Date: Closed


Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

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.

Duties and Responsibilities
Under the direct supervision of the UN Building Facilities Officer and overall guidance of Assistant Resident Representative for Operations, the Receptionist provides reliable registry services, provides telephone communication and general reception and information services ensuring high quality and accuracy of work; promotes a client, quality and results-oriented approach. 
The Receptionist demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

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
  1. 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.



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




Overall document (hard or electronic) management; registry and retention policy including storing and archiving

  Administration & Operations Registry & correspondence management

Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archive

  Business Management Communication
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience;
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels 
  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

  Business Management

Customer Satisfaction/ Client Management


  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs;
  • Provide inputs to the development of customer service strategy;
  • Look for ways to add value beyond clients’ immediate requests;
  • Ability to anticipate client’s upcoming needs and concerns.






Required Skills and Experience

  • 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;


  • Fluency in Russian and Turkmen is required.
  • Working Knowledge of English is a strong asset.


Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.


UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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This vacancy is now closed.
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