Require Receptionist / Registry Clerk for UNDP in Kuwait

Summary of key functions:

• Provision of front-desk service and telephone communications services.
• Updating UN staff information.
• Maintenance of proper registry system.
• Support to administrative memos in issuing visas.
• Effective mail management.
• Cost recovery for pouch services.
• Support to knowledge building and knowledge sharing.
• Dissemination of UN pouches 

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 Agencies in Kuwait.
• 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 UN CP in Kuwait administrative services provided by UNDP to other agencies if requested.

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 department/unit/officer.
• 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.
• Ensures cost recovery for pouch services focusing on achievement of the following results:
• Provision of information for proper prorating and billing of user agencies.
• Ensures maintenance of registry system focusing on achievement of the following results:

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.

Support to knowledge building and knowledge sharing in the UN CP Kuwait.
Impact of Results:
The key results have an impact on the accurate, safe, cost-effective and timely execution of the CO services.

Corporate Competencies:

• Demonstrates commitment to UN mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies
Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
• Development and Operational Effectiveness
• Ability to perform a variety of standard tasks related to front desk service, telephone communications service and updating of staff information
• Good knowledge of UN administrative rules and regulations
• Good IT skills

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Responds positively to critical feedback and different points of view

Education:

• Secondary education.

Experience:

• 3 years of relevant experience.
• Ability to work with computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheets and database packages.

Language Requirements:
Fluency in Arabic and English.

Application Deadline :04-Nov-12

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