Special Services Agreement - Receptionist
Organizational Context
The UN House in Azerbaijan, located in Baku, serves as a hub for various UN agencies. This role is situated within the EU_AZE WHO Country Office, Azerbaijan, and functions as the primary point of contact for visitors, partners, and staff, ensuring a professional and secure environment.
Job Purpose
The Receptionist is responsible for managing front desk operations and providing essential administrative support to the UN House in Azerbaijan. This role serves as the initial point of contact, ensuring a welcoming and secure atmosphere for all visitors, partners, and staff. Key functions include facilitating coordination among resident UN agencies, assisting with meeting arrangements, managing correspondence, and performing various administrative tasks to support the smooth operation of the UN House and its constituent agencies.
Responsibilities
Manage front desk operations, including greeting visitors, directing them to appropriate offices, and maintaining visitor logs and badges. Professionally handle and route incoming telephone calls. Manage incoming and outgoing mail, correspondence, and deliveries for the building. Coordinate diplomatic pouch deliveries and assist the UN House Manager with security seals. Monitor the reception area for security and safety concerns, and maintain a clean, organized reception space. Provide general administrative support to UN House management and respond to inquiries about facilities and services. Assist UN House agencies with administrative tasks for meetings, trainings, and events, including room setup and supply management. Prepare administrative correspondence for agencies lacking dedicated support, coordinating with the RCO Executive Assistant as needed. Perform other related administrative and reception duties.
Work Experience
A minimum of 2 years of relevant professional experience is required, preferably in roles such as Receptionist, Front Desk Officer, or Administrative Assistant.
Skills
Excellent communication and interpersonal skills. Fluency in Azerbaijani and English (written and spoken). Strong organizational and time-management skills. Ability to multitask. Professional appearance and customer-service orientation. Good working knowledge of MS Office applications and email. Ability to handle confidential information with discretion. Teamwork and collaboration. Reliability, flexibility, and attention to detail.