Background
As part of UNDP’s role as the coordinating agency for Common Premises Services, the Administrative Clerk/Receptionist will support UNDP and Common Premises operations by providing reliable administrative support, managing front-desk interactions, and ensuring smooth coordination of visitor services, correspondence, and pouch operations. The role serves as the first point of contact for visitors and callers, maintaining a professional and client service image and ensuring adherence to UN security, protocol, and information handling procedures. He/She will work in close collaboration with the UNDP and Common Services Associate to ensure consistent service delivery in common services and common premises management.
Duties and Responsibilities
Administrative Support:
• Support the preparation and consolidation of common services invoices and assists in tracking payments.
• Assist in consolidating and monitoring service requests.
• Support the Common Services Associate in compiling and preparing periodic reporting.
• Manage bookings for Common Premises conference rooms.
• Ensure accurate cost recovery for pouch operations through correct prorating and billing of user agencies.
• Perform photocopying, scanning, filing, and other routine administrative tasks for the Common Services Unit.
• Assist in updating staff contact lists and internal directories.
Front Desk & Reception Services:
• Receive visitors to the UN office, verify appointments, and direct them to Security for registration and escort to the appropriate office/agency.
• Provides information to visitors based on their queries and by liaising with the appropriate office/agency
Correspondence, Registry & Pouch Management:
• Serve as the focal point for receiving and dispatching all mail, including diplomatic pouches, DHL, postal items, email, and hand delivered correspondence.
• Prepare required documentation and coordinate incoming and outgoing diplomatic pouches with New York and Geneva, and open/close pouches jointly with the Pouch Certifying Officer and ensure accurate record keeping
• Weigh incoming pouches from Geneva and verify weights against DHL invoices.
• Maintain DHL documentation, proof of payments, and pouch control records.
• Report and follow up with HQ on any missing pouches.
• Register, code, file, and track all incoming and outgoing correspondence in the electronic registry system.
• Sort and distribute mail promptly to the appropriate UN agencies.
• Ensure confidentiality and proper handling of all sensitive correspondence.
Other:
• Perform any other tasks, as may be requested from time to time by the supervisor.
Competencies
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
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.
Customer Satisfaction
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.
Customer Satisfaction
Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Documents and Records Management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Required Skills and Experience
Education:
• Secondary Education or bachelor's degree in business administration, public administration, management or other related social sciences
Experience:
• Minimum of 4 years (with secondary education) or 1 year (with bachelor's degree) experience in administrative support/clerical work, receptionist, telephone operator, or other similar work that involves interaction with the public.
• Experience providing administrative support, office assistance, and clerical services in a professional environment.
• Experience in managing and handling correspondence.
• Experience managing a reception desk or front office, ensuring a welcoming and customer-oriented environment.
• Experience communicating clearly with diverse audiences, including external partners, service providers, and stakeholders.
• Experience using computers and standard office software packages (MS Word, Excel, etc.).
• Experience with web-based management systems is an asset.
• Demonstrates good oral and written communication skills.
• Focuses on results for clients and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Strong interpersonal skills and ability to establish and maintain effective relations with people in a multi-cultural environment with sensitivity and respect for diversity.
• Demonstrates openness to change and ability to manage complexities
• Responds positively to critical feedback and differing points of view
• Remains calm, in control and good humoured even under pressure
Required Language(s):
• Good working knowledge of English, both written and verbal.
• Fluency in Portuguese, both written and verbal.
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
Right to select multiple candidates
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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.