Receptionist /Administrative Assistant

  • Entry-level, Full-time staff position
  • Posted on 10 July 2019

Job Description

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is the operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. With over 8,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

The Zimbabwe Hurricane Idai Recovery Programme (ZIRP) will fall under the purview of the UNOPS KEMC (Kenya Multi Country Office) Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes a large portfolio of Infrastructure, procurement and project management service projects in Kenya, Uganda, Tanzania, Zimbabwe and several Island states.

Project

Following devastation caused to life, livelihoods and property by tropical storm Idai in March 2019, the WB has allocated up to US$ 75 million to finance a recovery project for Zimbabwe. The project addresses both early and mid-term recovery needs in multiple sectors (livelihoods, health, education, agriculture). UNOPS has been requested to manage the WB funds and is establishing a Project Implementation Unit (PIU). UNOPS, via the PIU, will engage multiple UN partner organizations to deliver specific components of ZIRP. The PIU will be located in Harare, the capital city of Zimbabwe and is expected to be operational for between 2 and 3 years.

The PIU will be established as a facility to support the world bank fund only. As the Fund Manager/PIU UNOPS will be responsible for multiple functions vis-a-vis the ZIRP including the design of an early recovery/emergency response facility, fiduciary management, legal and technical oversight Monitoring and Evaluation, reporting, quality assurance and communications.

Functional Responsibilities

Purpose and Scope of Assignment

Under the overall supervision of the Project Manager PIU WB and direct supervision of the PSO the Receptionist works in close collaboration with the Admin team. S/he provides smooth operation of administrative/logistical services in terms of quality and accuracy of work completed. Accurate sharing of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services. In order to provide overall management of administrative services, ensuring high quality of work, timely and properly recorded/documented service delivery, the receptionist promotes a client, quality and results-oriented approach.

  • Provision of front office client service and secretarial support
  • Provision of effective mail management
  • Provision of administrative support

Ensure provision of front office client service and secretarial support focusing on achievement of the following results.

  • Managing switchboard and directing calls, taking messages, and delivering messages professionally and efficiently to the recipients.
  • Monitor the working condition of office equipment, ensuring day-to-day functioning of telephone switch board, fax machine, and take necessary action on repairs and replacement.
  • Register and receive all visitors, direct to the appropriate host, respond to queries of visitors and provide assistance.
  • Coordinate with Office facility management team to make sure lobby and reception area are neat and tidy.
  • Update and maintain the contact information of government counterparts, UN Agencies, Embassies, INGOs and NGOs.
  • Manage PIU meeting room reservations and ensure facilitator/host needs are met by liaising with ICT office and facility management team.
  • Maintain, issue, track usage and disbursement of office stationery supplies. Prepare and submit the monthly stationary consumption reports and replenish regularly and prepare the procurement request for additional stocks as needed.
  • Receiver of bids for Procurement Unit, recording and delivering as necessary.

Ensure provision of effective mail management focusing on achievement of the following results.

  • Receive and register incoming emails, letters, deliveries, and official correspondence, and distribute to respective department/unit/officer.
  • Register and dispatch outgoing letters, packages and official correspondence. Maintain accurate tracking records.
  • Ensures all PIU outgoing faxes are sent and received, recorded and tracked for historic purposes
Ensure provision of administrative support focusing on achievement of the following results.
  • Prepare/draft routine correspondence or reports related to the Admin Unit.
  • Assist PIU personnel and staff for Business card printing.
  • Assist in office records keeping, filing system of Admin Unit to ensure files are properly stored and accessible.
  • Support to Transport Unit by entering the vehicle logbook data for monthly user report.
  • Support to Admin Unit by preparing the monthly leave plans,
  • Assist other logistical support to Admin, Transport and facilities management unit as necessary.

Impact of Results

  • Efficient management of Reception area, Meeting Rooms and the Telephone switch board.
  • Accurate registry of all visitors, meeting room utilization, correspondence/packages and procurement bids received.
  • Up to date filing system & proper documentation maintained.
  • Courteous and professional administrative support, which is planned, organized and executed in a timely manner.
Education
  • Secondary education (matriculation) is required.
  • Bachelor degree in administration or humanities, international relations, communications
    or related field may substitute for some of the required years of experience.
Experience
  • At least 4 years of progressively responsible receptionist and administrative work experience is required.
  • Experience in similar position within a large international organization would be an asset.
  • Knowledge of customer services would be an advantage.
  • Reception and Administration support skills are required
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) are required.
Competencies

  • Integrity and Inclusion: Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

  • Partnering: Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
  • Results Orientation: Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
  • Agility: Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
  • Solution focused: Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
  • Effective Communication: xpresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Additional Considerations
  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement

Contract level: LICA 4

Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information – Kenya Multi Country Office (KEMC)

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.


Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

About the Organization

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information – Kenya Multi Country Office (KMCO)

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.

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