Receptionist
Organizational Context
The Receptionist will be part of the UNHCR Office in Tehran, Iran, assisting in the organization and coordination of the reception area. The role operates under the direct supervision of a senior staff member and involves internal and external contacts for information exchange and visitor management. All staff are accountable for their duties in line with UNHCR's policies and core values.
Job Purpose
The Receptionist's primary purpose is to ensure visitors and persons of concern have full and fair access to UNHCR staff and services while approaching the reception, respecting their privacy. This involves receiving, screening, and assisting visitors, escorting them to the appropriate officer, and managing their expectations with tact and diplomacy. The role also handles incoming calls, transfers them to the correct personnel, takes messages, and provides general information, understanding the importance and confidentiality of the issues discussed. Additionally, the Receptionist is responsible for receiving and transmitting messages, managing incoming and outgoing mail and internal courier distribution, and registering visitors. The position requires utilizing office equipment and performing other clerical duties as needed, including prioritizing individuals based on vulnerability criteria and reporting to the supervisor.
Responsibilities
The Receptionist is responsible for managing the reception area to ensure visitors and persons of concern have unimpeded access to UNHCR staff and services, while upholding privacy. This includes receiving, screening, and assisting visitors, and escorting them to the relevant officer. The incumbent must adopt a tactful approach to manage visitor expectations, addressing situations like extended waiting times or appointment changes. Answering incoming calls, transferring them to the appropriate staff, taking messages, and providing general information are key duties, emphasizing the importance of confidentiality. The role involves receiving and transmitting verbal and written messages to relevant personnel and departments. Managing incoming and outgoing mail, distributing internal couriers, and registering/recording visitor information are also required. The Receptionist will utilize office equipment such as telephones, faxes, radios, and computers. They will perform other clerical duties as assigned, including identifying and prioritizing individuals or groups at the reception based on vulnerability or supervisor-specified criteria. The incumbent will also contribute to weekly and daily reports submitted to the supervisor and support risk management by identifying and reporting risks, issues, and concerns.
Work Experience
1 year of relevant experience for GS3 level with a High School Diploma.
Skills
IT-Computer Literacy IT-IT Refugee Systems & Applications Visitor Management Call Handling Message Handling Mail Management Clerical Duties Prioritization Risk Management Communication Confidentiality Tact