Undp Chisinau, Republic of Moldova

Scope of Work 

 

1. Provision of front-desk service and telephone communications services
2. Provision of administrative and logistical support
3. Support to UN Communication Unit maintenance of databases.
4. Contribute to knowledge building and knowledge sharing.

 

1.  Ensure the provision of front-desk service, telephone communication services and mail registration focusing on achievement of the following results:

• Monitoring of all visitors to the UN House through the reception area:
• greet visitors with a smile and determine visitors’ needs in a professional manner; 
• assist visitors by providing directions and accurate information related to UN and UN Agencies;
• deal tactfully with complaining and/or difficult visitors, without getting agitated or jeopardizing the image of UN; 
• closely cooperate with UN House Security Guards in line with protocol and security instructions; 
• follow up with colleagues if the visitors have not received the information/services requested.
• Operation and management of the telephone switchboard in accordance with appropriate protocol: 
• answer and address incoming phone calls in a timely and polite manner, clearly determine the purpose of the call; 
• screen calls before forwarding to the appropriate staff; 
• deal with queries and provide clear and correct information;
• keep her-/himself informed about the developments in the UN to be able to respond to queries and requests. 
• Weekly check and test of all lines of the telephone switchboard; 
• 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. Ensure welcoming touches in the waiting area, such as flowers and magazines, UN brochures and other materials handy.
• Manage mail: 

- sort, register and distribute all incoming mail (postal, diplomatic, electronic);

- translate incoming letters, and/or other official documents;

- prepare outgoing mail for pick-up or courier; ensure financial authorization accompanies any request for express courier services and forwards to Finance unit along with the airwaybill; 

- follow up with staff and customers with regard to the undelivered mail.

• Helps the Executive Associates of the Agencies located in the UN House with information, and administrative duties and acts as back-up and alternate for UNDP Executive Associate when is applicable.
• Helps the UN House Administrative Associate with information, logistic and administrative support and acts as back-up as per request. 

 

1. Ensure the of administrative and logistical support focusing on achievement of the following results:

• Support to UN Agencies located in the UN House in administering the tender processes, including registration of offers, in full compliance with the latest instructions on receipt of offers. Provide clarifications and information regarding the tender procedures to interested persons/companies. 
• Monitoring of the use of UN House Conference rooms/spaces. Daily keep track of booking system.
• Coordination of the requests for logistic arrangements of the events in the UN Conference Room. Support in logistic and administrative arrangements for organizing events. 

 

1. Provide support to the UN Communication team and ensure maintenance of the most updated UN staff and other contacts information, focusing on achievement of the following results:

• Collection and update of UN staff contact information on a monthly basis, ensuring all data and information is correct and accurate. 
• Update of the UN House telephone list and UN Directory, as well as of the contact lists of the counterparts, including Government, Parliament, NGOs, diplomatic missions, international organizations, think tanks, NGOs, media, educational establishments, public libraries and other important contacts.
• Dissemination of major publications issued by UN House Agencies, such as the UN Magazine and other corporate key reports such as MDG Reports, HDR, NHDR, as well as Christmas cards, etc. to counterparts.
• Regular update of the distribution list of publications and documents.

 

1. Contribute to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Support in spreading of important information about UN mandate internally and externally. 
• Contribute to the positive image of the organization through professional and friendly interactions at the reception. 
• Participation in trainings for the operations/projects staff on relevant topics.
• Contribute to identification, documenting and drafting of best practices and lessons learned.

Institutional Arrangement

 

Under the guidance and direct supervision of the UN House Administrative Associate, the incumbent provides telephone communication and general reception and information, as well as support in administrative and logistic processes in the UN House ensuring high quality and accuracy of work.

 

Competencies

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

Business Management/Change Management    

Ability to prepare, support, and help individuals and teams in designing and implementing organizational change.
 

Business Management /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.
Business Management/Customer Satisfaction/Client Management

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.     Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests.
Ability to anticipate client’s upcoming needs and concerns.
 

Administration and Operations/Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
 

Administration and Operations/Inventory management    

Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5k and above.
 

Administration and Operations/Registry & correspondence management. 

Ability to collect, register, maintain and deliver mail and UN pouch; ability to manage archives.

 

Minimum Education requirements   
High School Education + 4 years of experience in Degree in economics, business administration, international relations, public administration or other related fields.
Or
Bachelor’s Degree + 1 year of experience in economics, business administration, international relations, public administration or other related fields.
 

Minimum years of relevant work experience  

Minimum  4 years of experience with High School education or 1 (one) year with Bachelor’s Degree of relevant working experience. 

Required skills 

• Experience in administrative support.
• Experience in the usage of computers and office software packages (MS Word, Excel etc.) is mandatory.

Desired skills

• Ability to operate and maintain a variety of computerized business machines and office equipment to provide efficient delivery of service is an advantage.
• Experience in an international organization is a strong advantage.

Required Language(s)   

• Fluency in oral and written English,  Romanian and Russian. 
• Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language is an asset. 
   

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For more information please click the link below. Post Date : 2024-11-04 13:47:14 End Date : 2024-11-19 03:59:00 Location : - Full time National PSA- Regular