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Receptionist/Administration Assistant (UN Premises - Buka, ARoB)

buka - bougainville

  • Organization: UNDP - United Nations Development Programme
  • Location: buka - bougainville
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed
Background

 
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.


Under the guidance and supervision of the Common Premises Manager, 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 staff and other UN agencies staff in UN House to exchange information and ensure consistent service delivery


 
Duties and Responsibilities


Key Functions

  • Provision of front-desk service and telephone communications services.
  • Supporting facility upkeep and liaison with the various trades for repair and maintennace 
  • Support to knowledge building and knowledge sharing

 

i. 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.
  • Weekly check and test of all lines
  • Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair
  • Management and planning of the front desk coverage.
  • Assistance in the preparation of cost-recovery bills in Atlas for the administrative services provided by UNDP to other agencies if requested.

 

ii. 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.

 

 

    iii. 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.

 

 

iv. Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results (5%):

 

  • Advice to Project staff on UNDP administrative and NEX reporting, in particular, on budgetary issues.
  • Organization/conduct of training for the Operations/Project/Programme Staff on financial management and RBM.
  • Synthesis of lessons learned and best practices in programme and programme finance.

Sound contributions to knowledge networks and communities of practice.


 
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

Thematic Area Name Definition
Administration & Operations Events management (including retreats, trainings and meetings)

Ability to manage events, including venue

identification, accommodation, logistics, catering,

transportation, and cash disbursements, etc.
Administration & Operations Travel policy and procedures Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters
Finance Budget Management

Ability to support budgetary aspects of work planning

process, drawing and management of team budgets
Procurement Procure-to-pay Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations
2030 agenda-people Gender  Gender mainstreaming
Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving

 

  

 

Required Skills and Experience

 
Min. Academic Education
  • Secondary Education 
Min. years of relevant Work experience 
  • 3 years of relevant experience in administration, reception duties and customer services. Desirable in Diplomatic/International organization.
Required  skills and competencies
  • Experience in the usage of computers and office software packages (MS Word, Excel etc.) 
  • Excellent intrapersonal 
  • Good communication skills with country office colleagues and external stakeholders 
Required Language(s) (at working level) Fluency in English and Tok pisin
Professional Certificates N/A
 
Disclaimer

 

 
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.

 
Non-discrimination

 
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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