Common Services Desk Operator

Common Services Desk Operator (CSDO) is expected to work in close cooperation with all the UN Premises resident organizations, UNDSS and Common service team, ensuring effective and efficient management of the UN telephone system, coordinating the upcoming visitors and pedestrians in accordance with the UN Premises access control procedures, supporting with the preparation of the UN Telephone directories, as well as providing administrative support to the common service related works.

Organizational Setting

Under the guidance and supervision of the UN Common Premises Coordinator (CPC), the Common Service Desk Operator (CSDO) provides front-desk and telephone operation, visitor coordination, administrative support and information services ensuring high quality and accuracy of work. The CSDO promotes a client and results oriented, quality service approach.

 The CSDO works in close collaboration with the personnel of the UN Agencies, counterparts and visitors to exchange information and ensure consistent services delivery.

Summary of key functions

• Provision of front-desk service and telephone operating services
• Updates UN telephone directory and contact information of UN Agencies
• Acts as the primary backstopping carpooling focal point in coordination with UN agencies
• Provides administrative support to Common Premises Coordinator
• Provides timely support for official meetings and events
• Support to knowledge building and knowledge sharing in area of Common Services

Functions/Key results expected

Ensures the provision of front-desk service and telephone operation services focusing on achievement of the following results:

• Monitoring and assistance to all visitors to UN House;
• Provision of accurate and timely information and front desk support to UN House residents;
• Works in a close cooperation with security guards, liaises with UN House residents and visitors prior allowing the access to compound;
• Operation and management of the telephone switchboard in accordance with appropriate protocol;
• Conducts weekly check and ensures uninterrupted operations of all telephone lines;
• Reports to telephone service provider for regular maintenance and repair;
• Keeps the log book of UN compound and premises maintenance i.e. utilities (electricity, heating, water usage, and garbage removal) recordings such as electricity, heating and water meters;
• Reports the UN House related issues to the CPC and related parties on a timely manner

Ensures the most updated UN telephone directory and other contacts information, focusing on achievement of the following results:

• Collection and update of UN staff contact information on a monthly basis following the designated template, ensuring all data and information is correct and accurate;
• Updates of the UN House telephone list and UN Directory, Addresses of the Government, International and Local Organizations; Embassies, and NGOs and other important contacts twice a year and/or as needed.

Provides efficient and timely support to the carpooling initiative including:

• Works as a primary backstopping carpooling focal point in close cooperation with UN agency carpooling managers, including administration of car bookings in the system, coordination and effective communication with staff and drivers;
• Updates the list of carpooling system users on a timely basis in consultation with UN agency carpooling managers;
• Attends the carpooling related orientation and briefing sessions.

Provides effective administrative and service support to the Common Services as follows:

• Transmits the official correspondence and pouches to the respective Agencies; supports the arrangement of mailing services for outgoing correspondences;
• Registration of applications and bids to respective agency secure boxes;
• Preparation of comparative tables/canvassing forms for minor procurements under UN OMT work plan;
• Provides support for UN Agencies for follow up calls and manage minor administrative duties of common services such as copying, providing logistical support to public events, making follow up RSVP calls for UN joint events etc.
• Supports with the physical verification of common supply, inventory and assets records in line with the organization’s rules and regulations.
• Acts as daily attendance record monitor for common service staff.

Provides timely support for official meetings and events as follow:

• Manages the schedule of common meeting rooms and keeps the rooms ready for next meetings;
• Provides logistical support and coordination at events taking place at the UN auditorium and common meeting rooms including arranging the event settings, and preparation of auditorium equipment;
• Prepares in advance tea and coffee for the meetings, and upkeep the meeting rooms for the next meeting;
• Serves tea/coffee to visitors and provides support at the official meetings;

Support 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 in area of common services.

Core Competencies:

OPERATIONAL EFFECTIVENESS

• Ability to perform a variety of repetitive and routine tasks and duties
• 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, , 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
• Maintain the confidentiality of all work related data;

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

Promoting learning and knowledge management/sharing is the responsibility of each staff member

Functional Competencies:

• Excellent organizational skill;
• Knowledge of ledge of protocol;
• Good interpersonal skills;
• Good communication skills;
• Good computer skills.

Experience/knowledge required:

Minimum  3 years of front desk, administrative support services and/or  relevant work service

Educational requirement:

Secondary school completion. University degree is an asset

Language requirement:

Fluency in English and Mongolian

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.