2.1 Routinely check the identity of visitors.
- As a front desk officer, the Common Service Assistance will be responsible to daily check the identity of each visitor, register the time of entrance and exist and check if s/he has the permission to visit at least one of the staff from the collocating UN agencies.
- Closely work with the security personnel to manage and control the entrance of the premises.
- Support guests to properly and timely locate office numbers they want to visit,
- Receive incoming letters from partners and distribute them to their destination.
2.2 Ensure cleanness of the compound including waste management system.
- Closely work with the Operations Manager and/or Facility Personnel to ensure all cleaning and waste management services are in place.
- Report to the Operations Manager and the cleaning company if any cleaning and utility related issues that need attentions/actions are in place.
2.3 Manage utilities in the common UN premises.
- Follow-up all availability of utilities (water, telecommunication, electricity) of the common premises and report to the Operations Manager and/or Facility Personnel
- Closely work with Operations Manager and/or Facility Personnel to ensure utilities related payments are paid and settled.
- Follow and support utility authorities to enter and take readings and do any required fixations.
2.4 Manage the common UN Conference Hall
- Manage the schedule of the common premises meeting hall and ensure that it is ready for services as per the demands of the collocating UN agencies on a daily basis.
- Check the cleanness of the conference room and manage the schedule.
- Report to the Operations Manager and/or Facility Personnel, if there is a need to fix/clean or maintain the common UN Conference Hall
2.5 Perform any other duties as s/he may be assigned by the immediate supervisor and/or Common UN Premise Manager
3. Institutional Arrangement and Reporting Lines
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the common premises and the Organization.
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
Business Management – Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
Business Management – Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs, provide inputs to the development of customer service strategy, look for ways to add value beyond clients’ immediate requests, Ability to anticipate client’s upcoming needs and concerns.
Business Management – Partnerships Management: Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.
Administration & Operations – Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Administration & Operations – Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Administration & Operations – Registry & correspondence management: Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives.
- High school Diploma is required.
- Diploma on Technical, Vocational and Education Training with formal training in Secretarial Science, Management, Administrative and Business Management is desirable
- A university degree in Secretarial Science, Management, or Administrative and Business Management is desirable but not a requirement.
- Three years of work experience is required for High school Diploma holders and Zero (0) work experience for university/college degree holders.
- Understands the main processes and methods of work regarding the position.
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.
- Demonstrates good knowledge of information technology and applies it in work assignments.
- Demonstrates knowledge and skill on basic computer skills (Microsoft Word, Excel, PowerPoint)
- The incumbent should have experience in customer handling and client management.
- The applicant must have knowledge and experience in safety and security of UN staff, personnel, and properties.
- The applicant is expected to have knowledge of general programme (intervention) areas of collocating agencies as well as respective actual and potential partners.
- Reports to internal and external clients in a timely and appropriate fashion and responds to client needs promptly.
Language Requirements
- Proficiency in English, both spoken and written.
- Fluency in the in local language of the duty station is desirable.
