السبت، 15 أكتوبر 2022

JOBS | Receptionist/Dispatcher Clerk - UNDP/PAPP


Job Title: Receptionist/Dispatcher Clerk
Type of Contract: National Personnel Service Agreement
Duty Station: Gaza
Duration of Contract: 12 months with the possibility to extend based on fund availability and performance.
Closing Date: Apply before 6:59 am on 21 October 2022


Job Description:
Background:

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. UNDP Programme of Assistance to the Palestinian People (PAPP) derives its mandate from United Nations General Assembly Resolution 33/147 of 20 December 1978 to improve the economic and social conditions of the Palestinian people by identifying their social and economic needs and by establishing concrete projects to that end.

UNDP/PAPP places empowerment, resilience and sustainability at the center of its operation and focuses on three priority areas: the Gaza Strip, East Jerusalem and Area C of the West Bank, where the needs are the greatest. UNDP/PAPP is active in four thematic areas: democratic governance and the rule of law; economic empowerment and private sector development; environment and management of natural resources; and public and social infrastructure.
Under the direct supervision of the General Services Associate, the Receptionist/Dispatcher Clerk provides reception, information, and the telephone switchboard operator service as well as the transport services ensuring high quality and accuracy of work.
The Receptionist/Dispatcher Clerk promotes a client, quality, and results-oriented approach. The Receptionist/Dispatcher Clerk also demonstrates a client-oriented approach, courtesy, tact, and ability to work with people of different national and cultural backgrounds.

The Receptionist/Dispatcher Clerk works in close collaboration with Management Support and Business Development, Programme and Operations Teams’ staff.

UNDP/PAPP is seeking a candidate to fill the position of Receptionist/Dispatcher Clerk, under the guidance of the Head of Gaza office and the direct supervision of General Services Associate in the Gaza Office.

Duties and Responsibilities:
Scope of Work:

The Receptionist/Dispatcher Clerk will oversee the undertaking the following functions:
1. Ensure the provision of front-desk service.
2. Update the UNDP staff information.
3. Provide transportation and administrative support services.
4. Support to knowledge building and knowledge sharing.
5. Perform any other duties as assigned by the supervisor.

1. Ensure the provision of front-desk service and telephone communication services focusing on achievement of the following results:
• Operate the centralized telephone system, answer incoming calls, and direct such calls to appropriate staff.
• Assist staff with making overseas and domestic long-distance calls.
• Responsible for updating the personal telephone list and staff emergency list.
• Maintain neat and tidy appearance of reception and waiting areas.
• Provide other clerical tasks and back up word processing support as assigned by the supervisor.
• Provide general information on office guidelines and services.
• Greet visitors and direct them to appropriate staff.
• Answer questions of the visitors and provide information as required.

2. Ensure the most updated UN staff and other contact information, focusing on achievement of the following results:
• Collect and update UN staff information monthly, ensure all data and information is correct and accurate.
• Update the UN compound telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

3. Provide transportation and administrative support services focusing on achievement of the following results:
• Support the General Services Associate in arranging vehicle transportation for UN/UNDP staff as requested.
• Ensure cost-savings through proper use of official vehicles through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
• Update and maintain vehicle history report.
• Assist in the preparation of cost-recovery bills for the transportation services provided by UNDP to other agencies.
• Provide administrative support as requested by the supervisor, such as preparation of routine correspondence and collection of information.
• Follow up and maintain up to date staff driving licenses and ensures the validity of UNDP and local driving licenses.
• Ensure availability of all the required documents/supplies (including vehicle insurance, vehicle logs, office directory, map of the city/country, all necessary tools and spare parts required by the Minimum Operational Security Standards - MOSS) in the assigned vehicle.
• Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents. Conduct accident damage assessments, process vehicle accident reports and participate in Board of Inquiry and raise Damage Discrepancy Report as required.
• Assign daily activities for drivers in accordance to office needs including accommodation of emergency requirements.
• Provision of inputs for preparation of cost-recovery bills to the for the personal and missions’ use of official vehicles provided by UNDP.
• Ensure that all drivers are adhering to the dress code by putting on the assigned uniform as well as understanding their daily duties and responsibilities.

4. Support to knowledge building and knowledge sharing in the office, focusing on achievement of the following results:
• Participates in training for the operations/projects staff on administration issues.
• Sound contributions to knowledge networks and communities of practice.
• Ensure that all drivers receive continuous training and development and retain valid licenses as well as clean driving record.

5. Performs any other duties as assigned by the supervisor.

Institutional Arrangement:
UNDP/PAPP is seeking a candidate to fill the position of Receptionist/Dispatcher Clerk, under the guidance of the Head of Gaza office and the direct supervision of General Services Associate in the Gaza Office.

Competencies:
Core:

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.

Required Skills and Experience:
Min. Education requirements:

High School diploma, BA Degree in in Business Administration, or related fields would be an asset.

Min. years of relevant work experience:
Minimum of 2 years of relevant work experience.

Required skills:
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Ability to multi-task.
- Good client orientation and planning skills.

Desired skills in addition to the competencies covered in the Competencies section:
- Experience working for UN/International NGOs is desirable.

Required Language(s):

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