Job title: Receptionist

Job Identification: 17240

Locations: Ashkhabad, Turkmenistan

Apply Before: 04/11/2024, 06:59 AM

Job Schedule: Part time

Agency: UNDP

Grade: NPSA-5

Vacancy Type: National Personnel Service Agreement

Practice Area: Effectiveness

Bureau: Regional Bureau for Europe and the CIS

Contract Duration: 1 Year with Possibility for extension

Duties and Responsibilities

Under the direct supervision of the UN Building Facilities Officer and overall guidance of Assistant Resident Representative for Operations, the Receptionist provides reliable registry services, provides telephone communication and general reception and information services ensuring high quality and accuracy of work; promotes a client, quality and results-oriented approach.

The Receptionist demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

More specifically, the Receptionist will perform the following duties:

• Maintenance of the registry system
• Effective registry mail management
• Provision of front-desk service and telephone communications services.
• Updating UN staff information including but not limited to telephone and extension numbers
• Ensures maintenance of registry system focusing on achievement of the following results:
• Set up and maintenance of the office filing system in accordance with the UNDP Turkmenistan Country Office system and UNDP Global 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
• Administering and maintaining the e-registry system of incoming/ outgoing correspondence by scanning and assigning the registration number
• 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. Observance and accurate maintenance of the bids and applications for tenders and vacancies, ensuring full confidentiality of received relevant information
• Participation in inventory procedures
• Making minutes for various meetings if requested

Ensures provision of effective registry mail management focusing on achievement of the following results:

• Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer by recording in the e-registry system
• Registration and dispatch of the outgoing communications by recording in the e-registry system.

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.
• Maintenance of recording information in the system and reporting to telephone service provider for regular maintenance and repair.
• Management and planning of the front desk coverage.

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.

To get additional information and apply for the position, please follow the link.