Overview
The Administrative Clerk/Receptionist will support UNDP and Common Premises operations by providing reliable administrative support, managing front-desk interactions, and ensuring smooth coordination of visitor services, correspondence, and pouch operations.
Key Responsibilities
- Support the preparation and consolidation of common services invoices and assists in tracking payments.
- Assist in consolidating and monitoring service requests.
- Support the Common Services Associate in compiling and preparing periodic reporting.
- Manage bookings for Common Premises conference rooms.
- Ensure accurate cost recovery for pouch operations through correct prorating and billing of user agencies.
- Perform photocopying, scanning, filing, and other routine administrative tasks for the Common Services Unit.
- Assist in updating staff contact lists and internal directories.
- Receive visitors to the UN office, verify appointments, and direct them to Security for registration and escort to the appropriate office/agency.
- Provides information to visitors based on their queries and by liaising with the appropriate office/agency
- Serve as the focal point for receiving and dispatching all mail, including diplomatic pouches, DHL, postal items, email, and hand delivered correspondence.
- Prepare required documentation and coordinate incoming and outgoing diplomatic pouches with New York and Geneva, and open/close pouches jointly with the Pouch Certifying Officer and ensure accurate record keeping
- Weigh incoming pouches from Geneva and verify weights against DHL invoices.
- Maintain DHL documentation, proof of payments, and pouch control records.
- Report and follow up with HQ on any missing pouches.
- Register, code, file, and track all incoming and outgoing correspondence in the electronic registry system.
- Sort and distribute mail promptly to the appropriate UN agencies.
- Ensure confidentiality and proper handling of all sensitive correspondence.
- Perform any other tasks, as may be requested from time to time by the supervisor.
Required Experience
- Minimum of 4 years (with secondary education) or 1 year (with bachelor's degree) experience in administrative support/clerical work, receptionist, telephone operator, or other similar work that involves interaction with the public.
- Experience providing administrative support, office assistance, and clerical services in a professional environment.
- Experience in managing and handling correspondence.
- Experience managing a reception desk or front office, ensuring a welcoming and customer-oriented environment.
- Experience communicating clearly with diverse audiences, including external partners, service providers, and stakeholders.
- Experience using computers and standard office software packages (MS Word, Excel, etc.).
Qualifications
• Secondary Education or bachelor's degree in business administration, public administration, management or other related social sciences
