UN Women Receptionist/ Registry Clerk

Application Type : External Vacancy
Job ID/Title :UN Women Receptionist/ Registry Clerk
Category :Other
Brand : UNWOMEN
Post Level :GS3
Application Deadline :16-May-12
Duty Station :Jerusalem    
Post Number : (for 100 Series Contracts) GS3
Languages Required :Arabic, English,

Starting Date : (date when the selected canditate is expected to start)    
Duration of Initial Contract :     1 year with possibility of extension
Expected Duration of Assignment :    

Background:
Under the overall guidance of the Operations Manager and direct supervision of the Administrative Associate, the Receptionist/ Registry Clerk provides telephone communication, general reception, information services and reliable registry 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 Management Support and Business Development, Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Description of Responsibilities:
Summary of key functions:
-Provision of front-desk service and telephone communications services.
-Updating UN staff information
-Support to knowledge building and knowledge sharing
-Maintenance of proper registry system
-Effective mail management.

1-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 UNW Units.
-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 security clearances for staff, if requested.
-Assistance in providing administrative services i.e. typing, scanning, translation…etc., if requested.

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 UNW staff contact list, contact info and addresses of the main counterparts: Governments, 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/projects staff on administration.
-Sound contributions to knowledge networks and communities of practice.
4-Ensures maintenance of registry system focusing on achievement of the following results:
- Maintenance of the Management Unit filing system in accordance with the UNW  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
-Provision of photocopies of material from the registry files, as requested by staff.
Assistance in the collection of  reference and background material from registry files
-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.
 
5-Ensures provision of effective mail management focusing on achievement of the following results:
-Receipt, registration, coding and forwarding of incoming faxes, letters and other
correspondence to proper unit/staff member.
-Registration and dispatch of the outgoing communications, including pouch, and follow-
up distribution. Prepares the summary of enclosure forms and necessary documents and
maintains the file on pouches received to ensure that all bags are accounted for.
 

 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.it will also have an impact on accurate, safe, and timely execution of the CO services.
 
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, ATLAS, 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

 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.
 
Qualifications :
Education:
Secondary education.
Experience:
3 years of relevant experience. Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.

Language Requirements:
Fluency in both English and Arabic.
“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally”
UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly


Important message to all applicants!
-Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application. Please download the form from the following link: http://jobs.undp.ps.
-You will get the opportunity to upload the P-11 at when you apply for the position.
-Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are under consideration will be contacted.
-For more detailed information about UNDP/PAPP please visit our website at www.undp.ps.