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Receptionist / Registry clerk

Job Category:
Career Level:
Job Type:
Full Time
Agency / Project:
Posted On:
20 December, 2006
Last Date to apply:
02 January, 2007
Experience in years
2 to 4

2 to 3 years of relevant experience in administration and reception service is required at the national level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web based management systems.


Summary of Key Functions:

 Implementation of operational strategies
 Management of UN reception-desk service
 Updating UN staff information
 Management of Registry functions.
 Support to knowledge building and knowledge sharing

1. Ensure implementation of operational strategies, focusing on achievement of the following results:

 Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
 Support to the CO administrative business processes mapping.
 Implementation of the internal standard operating procedures (SOPs) in administration.
 Provision of inputs to preparation of administrative team workplans.

2. Ensure the management of front-desk service focusing on achievement of the following results:

 As the UN-desk receptionist, monitor all incoming visitors to the office and direct them to the staff concerned.
 Guide visitors to UN compound and facilitate their access to information related to UN/UNDP; orient them to relevant staff for further queries/information.
 Operate and manage the telephone switchboard in accordance with appropriate protocol.
 Make weekly check and test of all trunk lines, arrange and update appropriate telephone greetings.
 Custodian of office telephone system, maintain recording information in the system, handle minor technical problems, report to telephone service provider for regular maintenance and repair.
 Be familiar with relevant websites and effective use of Internet, provide accurate UN/UNDP related information to requestors.
 Management of the UN/UNDP publications at the reception area.
 Provision of information for preparation of cost-recovery bills in Atlas for the administrative services provided by UNDP to other agencies.

3. Management of Registry functions.
 Manage incoming correspondences, including letters, faxes, newspapers, magazines and etc; register all incoming documents by proper stamp, receiving date, subject/project file number and responsible person.
 Distribute timely and correctly all correspondences to staff, unit or agency concerned
 Manage outgoing faxes and mails through post office and courier service and maintain good records of them.
 Maintenance and updating of information regarding to available resource of publications.
 Arrange UN pouch service including incoming and outgoing and ensure time pouch service provided according to pre-determined timelines.

4. Ensure the most updated UN staff information, focusing on achievement of the following results:

 Collect and update UN staff information on a monthly basis and ensure all data and information is correct and accurate.
 Update the UN compound telephone list and UNDP staff mobile phone list.
 Manage and plan lunch duty service at the front desk.
 Ensure the backup is available when taking leaves.

5. Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

 Keep abreast with the name of all UN staff and job detail to provide information to all visitors and guest.
 Sound contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key results have an impact on the execution of the CO administrative services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of administrative services.

V. Competencies

Corporate Competencies:

 Demonstrates commitment to UNDP’s 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, transportation management and updating of staff information
 Knowledge of financial rules and regulations
 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 humor even under pressure

Qualified Women are particularly encouraged to apply

Must Degree Degree Level Country Description
 Secondary EducationMatriculation / O levels Minimum Secondary Education is required. Graduate degree is desirable but not a requirement.