Réceptionniste
Organizational Context
The United Nations Development Programme (UNDP) operates in approximately 170 countries, focusing on poverty eradication, reducing inequalities, and building resilience to achieve sustainable progress and the Sustainable Development Goals. UN House in Ouagadougou aims to provide a professional, welcoming, and efficient environment for UN agencies, staff, partners, and visitors. Ensuring professional reception and visitor orientation is crucial for the smooth functioning of UN House and the activities of its resident entities.
Job Purpose
This role as a UN Volunteer Receptionist is essential for the effective operation of UN House. The primary purpose is to manage the reception area and telephone switchboard, serving as the first point of contact for visitors, partners, and staff. The incumbent will ensure a professional, courteous, and efficient welcome, directing inquiries appropriately and maintaining a well-organized and welcoming environment. This position contributes to the overall image and operational efficiency of the UN House by providing high-quality reception services that uphold principles of courtesy, confidentiality, and professionalism.
Responsibilities
The Receptionist, under the direct supervision of the Registry Assistant, is responsible for managing the physical and telephone reception at the UN Building, acting as the primary contact for visitors and partners and reflecting the organization's brand image. Key duties include: Visitor Management: Welcoming visitors, partners, and service providers professionally and courteously, responding to basic inquiries, directing them to the appropriate personnel or services, and maintaining the cleanliness, order, and security of the reception area and waiting rooms. Telephone Management: Handling the building's switchboard, accurately receiving, filtering, and transferring incoming calls, taking messages, and ensuring their prompt transmission. This includes regularly updating and distributing the internal telephone directory. Administrative and Logistical Support: Managing incoming and outgoing mail and packages, including reception, registration, sorting, and rapid distribution. Assisting in the registration of invoices and other administrative documents in the relevant application, ensuring traceability and follow-up of correspondence, and collaborating with agency focal points for efficient distribution. The role also involves supporting meeting room bookings and performing other administrative tasks such as photocopying, scanning, and basic filing as requested.
Work Experience
No prior experience is strictly required, but a minimum of two years of relevant professional experience in administration, secretarial work, reception management, customer service, or electronic mail/archive management is considered an asset. The candidate must be a resident of Ouagadougou.
Skills
Key competencies include responsibility, adaptability, flexibility, creativity, judgment, decision-making, planning, organization, professionalism, and self-management. Essential skills involve strong client orientation, effective communication (oral and written), teamwork, and technological proficiency (MS Office, Outlook, scanners, telephone systems). Integrity and respect for diversity are also crucial values.