Receptionist – Registry Clerk United Nations Office for Project Services (UNOPS)
(VA/2011/APO/PKOC/ICA/152)
The UNOPS Pakistan office (PKOC) helps to expand the capacity of the United Nations system and its partners to implement peace building, humanitarian and development operations that matter for people in need. As a fully self financed provider of implementation services, it is unique within the UN system and pays close attention to quality, speed and cost effectiveness. Accountability for results and the use or resources, respect of national ownership and capacity harmonization within the UN and beyond, Services include Project Management, Procurement, Human Resource Management and Financial Management.
Pakistan has been devastated by unprecedented monsoon floods that have affected approximately 20.25 Million people in 78 districts, causing major damage to houses, infrastructure, crops and livestock. Within the province of Sindh, severe flooding still persists in Dadu and Jamshoro districts. UNOPS is finalizing project proposals to support the flood response activities of the Government and international community. PKOC will be based in Islamabad but is developing a light and project based implementation architecture. Technical and management resources will be placed as close to the project delivery locations as possible. Project teams will deliver results through a system that enables direct operational control and reporting within the project stream.
Duties and Responsibilities
Under the overall supervision of Project Manager/ Project Coordinator the incumbent will perform the following duties:
• Receive visitors at the Office and direct them to the concerned staff member.
• Answer and route telephone calls within team and respond to the general queries of visitors and provide assistance for any official documentation. Assess the critical nature of technical enquiries and refer them to appropriate staff for reply.
• Register all incoming correspondences (letter, faxes, and courier), documents and other materials and ensure quick distribution of the correspondences and maintain the chrono files of these documents.
• Set up spreadsheets, database files, and tables ensuring appropriate presentation and style and
accuracy of information.
• Preparation/Drafting of routine communication.
• Provide support the team assisting during peak workload or back-up as necessary, to ensure
Completion of work objectives.
• Arrangement of all logistic issues related to official missions of project and OC’s personnel as requested.
• Assist in organizing meetings for business seminars.
• Maintenance of the office filing system
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
• Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
• Photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files
• Maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
• Preparation of correspondence and reports related to registry activities
• Perform other duties, as required
The personnel is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Required Selection Criteria
Competencies
• Ability to work under general guidance
• Organized, attention to detail, able to prioritize and process large volume of work
• Aptitude for working with computers, and ability to utilize a variety of software applications
• Ability to interact and communicate within a team and with clients.
• Ability to perform detailed work and to have high sense of confidentiality, initiative and good judgment.
• Need to have good English and Urdu language skills. Sindhi would be an Advantage.
Education/Experience/Language
a) Education
• Completion of Higher Secondary School or equivalent; any related certification would be an asset.
b) Experience
• Two years experience in similar position or office support position is desirable.
• Familiarity with computer applications is required.
• Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages.
• Excellent command of English, Urdu Sindhi language would be an advantage.
c) Language
• Need to have good English and Urdu language skills. Sindhi would be an Advantage.
Qualified candidates may submit their application, including a letter of interest, complete Curriculum Vitae and an updated United Nations Personal History Form (P.11) (available on our website), to Valeeporn Sinsawasdi, via e-mail to vacanciesbkk@unops.org
Kindly indicate the vacancy number and the post title in the subject line when applying by email.
Additional Considerations
- 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.
For more information on UNOPS, please visit the UNOPS website at www.unops.org.
The UNOPS Pakistan office (PKOC) helps to expand the capacity of the United Nations system and its partners to implement peace building, humanitarian and development operations that matter for people in need. As a fully self financed provider of implementation services, it is unique within the UN system and pays close attention to quality, speed and cost effectiveness. Accountability for results and the use or resources, respect of national ownership and capacity harmonization within the UN and beyond, Services include Project Management, Procurement, Human Resource Management and Financial Management.
Pakistan has been devastated by unprecedented monsoon floods that have affected approximately 20.25 Million people in 78 districts, causing major damage to houses, infrastructure, crops and livestock. Within the province of Sindh, severe flooding still persists in Dadu and Jamshoro districts. UNOPS is finalizing project proposals to support the flood response activities of the Government and international community. PKOC will be based in Islamabad but is developing a light and project based implementation architecture. Technical and management resources will be placed as close to the project delivery locations as possible. Project teams will deliver results through a system that enables direct operational control and reporting within the project stream.
Duties and Responsibilities
Under the overall supervision of Project Manager/ Project Coordinator the incumbent will perform the following duties:
• Receive visitors at the Office and direct them to the concerned staff member.
• Answer and route telephone calls within team and respond to the general queries of visitors and provide assistance for any official documentation. Assess the critical nature of technical enquiries and refer them to appropriate staff for reply.
• Register all incoming correspondences (letter, faxes, and courier), documents and other materials and ensure quick distribution of the correspondences and maintain the chrono files of these documents.
• Set up spreadsheets, database files, and tables ensuring appropriate presentation and style and
accuracy of information.
• Preparation/Drafting of routine communication.
• Provide support the team assisting during peak workload or back-up as necessary, to ensure
Completion of work objectives.
• Arrangement of all logistic issues related to official missions of project and OC’s personnel as requested.
• Assist in organizing meetings for business seminars.
• Maintenance of the office filing system
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
• Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents
• Photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files
• Maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
• Preparation of correspondence and reports related to registry activities
• Perform other duties, as required
The personnel is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Required Selection Criteria
Competencies
• Ability to work under general guidance
• Organized, attention to detail, able to prioritize and process large volume of work
• Aptitude for working with computers, and ability to utilize a variety of software applications
• Ability to interact and communicate within a team and with clients.
• Ability to perform detailed work and to have high sense of confidentiality, initiative and good judgment.
• Need to have good English and Urdu language skills. Sindhi would be an Advantage.
Education/Experience/Language
a) Education
• Completion of Higher Secondary School or equivalent; any related certification would be an asset.
b) Experience
• Two years experience in similar position or office support position is desirable.
• Familiarity with computer applications is required.
• Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages.
• Excellent command of English, Urdu Sindhi language would be an advantage.
c) Language
• Need to have good English and Urdu language skills. Sindhi would be an Advantage.
How to apply
Submission of ApplicationsQualified candidates may submit their application, including a letter of interest, complete Curriculum Vitae and an updated United Nations Personal History Form (P.11) (available on our website), to Valeeporn Sinsawasdi, via e-mail to vacanciesbkk@unops.org
Kindly indicate the vacancy number and the post title in the subject line when applying by email.
Additional Considerations
- 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.
For more information on UNOPS, please visit the UNOPS website at www.unops.org.
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