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
- 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.
- 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:
- 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.
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
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
- 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
- Secondary education.
- 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.
Fluency in Arabic and English.
Application Deadline :04-Nov-12
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