Common Premise Administrative Assistant/Receptionist

Organizational Context

The United Nations Development Programme (UNDP) manages the Common Premise, requiring support services for all resident Agencies and personnel. This Administrative Assistant/Receptionist role operates within this context, collaborating closely with Operations, Programme, and project staff, as well as other UN agencies, to ensure consistent service delivery within the occupied space.

Job Purpose

The Common Premise Administrative Assistant/Receptionist provides essential front-desk services and comprehensive administrative, logistical, and secretarial support to ensure the smooth operation of the Common Premise. This role is crucial for maintaining efficient service delivery to all resident UN agencies and personnel. Key contributions include managing visitor access, handling communications, maintaining critical contact directories, and providing administrative assistance for meetings, correspondence, travel, and financial processes. The position also supports registry, ICT, and asset management functions, ensuring the effective functioning of the office environment and contributing to the overall operational efficiency of the Common Premise.

Responsibilities

Manage front-desk operations, including monitoring visitors, providing information, and handling calls. Maintain and update the UN telephone list, UN Directory, and contact information for government, international organizations, embassies, and NGOs. Provide administrative, logistical, and secretarial support, including managing internal documents, administrative directories, and control templates. Maintain office files and records, retrieving information for reports and correspondence. Assist Operations and Finance with payment requests, vendor notifications, and GST preparation. Support senior management by arranging meetings and managing calendars. Draft routine correspondence, memoranda, and reports, and translate documents as needed. Assist with travel arrangements, ensuring compliance with corporate guidelines and preparing necessary documentation. Maintain the registry system, office filing, archives, and records for office assets, including non-expendable equipment. Provide support for billing and invoicing processes. Assist with registry demands, asset management tasks, and perform routine ICT maintenance and support for events and hybrid meetings.

Work Experience

A minimum of 4 years of relevant experience in administration or programme support services is required with a high school diploma. Alternatively, 1 year of relevant experience is required with a bachelor's degree. Experience working in a UN agency, fund, programme, embassy, or international organization is desired.

Skills

Proficiency in computer use and office software packages (MS Word, Excel, etc.). Experience with database packages and web-based management systems (e.g., ERP). Skills in office filing and administrative activities. Experience with travel support and logistics. Experience working within a UN agency, fund, programme, embassy, or international organization is desirable.

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