Overview

Provides support to office operations performing a variety of standard administrative processes including telephone communication and general reception, registry and information services ensuring high quality and accuracy of work.

Tasks Summary

• Monitor visitors and provide assistance.
• Maintain conference/meeting system.
• Operate and manage telephone switchboard.
• Maintain recording information in the system.
• Receive and respond to incoming calls.
• Prepare monthly oversight reports on telephone management.
• Maintain MCO telephone listing.
• Prepare telephone charges accounts.
• Provide registry services for mail, messages, pouches.
• Implement systematic registration process for communications.
• Sort, categorize, and file incoming messages.
• Utilize DHL online portal for courier services.
• Ensure secure and timely delivery of packages and documents.
• Maintain register for incoming and outgoing documentation.
• Implement systematic filing system.
• Provide administrative support to organization of conferences, workshops, retreats.
• Execute ERP functions, including preparation of requisitions.
• Prepare and submit FA608 applications.
• Maintain FA608 register and timely billing.
• Ensure compliance with regulations and guidelines.
• Provide support to cleaning staff.
• Distribute stationery and maintain stock levels.
• Update UN & other contacts information.
• Participate in training for operations/projects staff.
• Contribute to knowledge networks and communities of practice.

Experience Requirements

• Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in handling of web-based management systems and network-based telephone systems is required.
• Experience in the UN system is desired.
• Administrative experience in an international organization is desired.
• Experience and knowledge of freight services and duty-free clearance is desired.
• Experience in financial control and reconciliation is desired.

Qualification Requirements

Secondary education is required, or University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.