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Receptionist

Kuala Lumpur (Malaysia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Kuala Lumpur (Malaysia)
  • Grade: SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2020-07-11

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Background

Under the guidance and supervision of the Maintenance Supervisor, the Receptionist provides telephone communication and general reception and 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 the Programme and Operations Teams and other UN agencies staff to exchange information and ensure consistent service delivery.
 

Duties and Responsibilities

1. Ensure the provision of front-desk service and telephone communication services focusing on achievement of the following results:
  • Monitoring of visitors to the office; assistance to visitors by providing directions and accurate information related to the UN.
  • Operation and management of the telephone switchboard in accordance with appropriate protocol.
  • Provides general information to clients and visitors and answers to general enquiries.
  • Maintenance and management of logs, arranging with vendors for regular maintenance and repair.
  • Management and planning of the front desk coverage.
  • Assistance in the administrative services of UN agencies such as ensuring courier services materials received and picked up.
  • Ensure all mail management be received, acknowledged, opened based on protocol, sorted out and recorded accordingly. 
  • Support to administrative matters relating to common premises
  • Carries out any other duties as assigned by the Supervisor
2. 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.
3. Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
  • Participation in training for the operations staff on administration.
  • Sound contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the execution of the CO reception and telephone services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UN capability in provision of administrative services.
 

Competencies

Corporate Competencies:
 
Demonstrates commitment to the UN’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
 
Functional Competencies
 
Knowledge Management and Learning
  • Shares knowledge and experience
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and 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 general 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, demonstrating attention to detail, identifying and correcting errors on own initiative
  • Ability to produce accurate and well documented records conforming to required standards
Planning Organising 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
Self-Management
  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
Promoting learning and knowledge management/sharing is the responsibility of each staff member.
 

Required Skills and Experience

Education:
BA/BSc degree in Business Administration, Bachelor of Commerce, Human Resources, Finance, Social Sciences, International Relations and any other related fields.
 
Experience:
  • 4 years of relevant experience. 
  • Secondary education with 6 years of experience may be considered in lieu of first degree.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) will be an asset.
Language Requirements:
Fluency in English and Bahasa Malaysia
 

Disclaimer

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

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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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