Receptionist , United Nations University

• Position: PSA
  
• INSTITUTE: UNU-IIGH
  
• CLOSING DATE: 2 March 2012
  

Reference Number : 2012/UNU/IIGH/PSA/RCPT/04

United Nations University Objectives

The United Nations University (UNU) is an international community of scholars engaged in research, postgraduate training and dissemination of knowledge in furtherance of the purposes and principles of the United Nations, Peoples and Member States. It serves as an academic arm for the United Nations system, contributes to capacity building (particularly in developing countries), and serves as a platform for new and creative ideas and dialogue. In addition to the UN University Centre (Headquarters) located in Tokyo, UN University has established 15 research and training institutes and programmes worldwide.

United Nations University International Institute for Global Health

UNU-IIGH focuses on research and capacity building in global health: specifically, efficiency of health care systems; newly emerging and re-emerging diseases; non-communicable diseases and control policy; information technology in health; and climate change and health.

Responsibilities

Under the authority and guidance of the Director of UNU-IIGH, and working under the direct supervision from the Executive Associate to the Director of UNU-IIGH, the Receptionist works in close collaboration with other staff to provide administrative support by performing a variety of tasks, as follows:

1. Ensure the provision of front-desk service and telephone communication services focusing on achievement of the following results:

• monitoring of all visitors to the office; offering assistance to visitors by providing directions and accurate information related to UNU-IIGH;
• operation and management of the telephone switchboard in accordance with appropriate protocol;
• weekly checking and testing of all lines;
• maintenance of recording information in the system, finding solutions to minor technical problems, and reporting to the telephone service provider for regular maintenance and repair;
• management and planning of front desk coverage.

2. Ensure the most updated UNU staff and other contacts information, focusing on achievement of the following results:

• collection and updating of UNU-IIGH staff information on a monthly basis, ensuring that all data and information is correct and accurate;
• updating of the UNU-IIGH house telephone list and UNU-IIGH Directory, Addresses of Governments, International Organizations, Embassies, and NGOs, and other important contacts.

3. Support for knowledge-building and knowledge-sharing in the CO, focusing on achievement of the following results:

• participation in training for the operations/projects staff on administration;
• sound contributions to knowledge networks and communities of practice;
• performance of a wide range of office support and administrative functions;
• screens of phone calls and visitors; responding to moderately complex information requests and inquiries (e.g., answers to requests requiring file search, etc.), and as necessary, referring inquiries to appropriate personnel for handling;
• providing secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.;
• maintaining calendars/schedules; monitoring changes and communicating relevant information to appropriate staff inside and outside the immediate work unit;
• performing data entry and extraction functions;
• rviewing, recording, distributing and/or processing mail and other documents, and following-up on impending actions; updating and maintaining large distribution lists; monitoring, preparing and distributing various materials, reporting, where possible using electronic formats; handling arrangement for printing and translation as necessary; coordinating shipment arrangements, courier services, etc.;
• assisting in providing software and office equipment support;
• provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.;
• performing\s other duties as assigned.

Work implies frequent interaction with:

• staff in related organizational units across UNU and other UN agencies;
• visitors and representatives from Permanent Missions, UN Common System and other international organizations, NGOs, etc.

Functional Competencies

Knowledge Management and Learning

• shares knowledge and experience
• actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• ability to perform a variety of standard tasks related to front desk service, telephone communications service and updating of staff information
• good knowledge of UNU-IIGH administrative rules and regulations

Leadership and Self-Management

• focuses on results for the client and responds positively to feedback
• consistently approaches work with energy and a positive, constructive attitude
• remains calm, in control and good humored even under pressure

Qualifications and Requirements

• completion of secondary education;
• at least 1 or 2 years of progressively responsible experience in related area;
• past work experience, preferably in an international organisation (desirable but not essential);
• competence in Microsoft software application and in handling web-based management system;
• excellent communication skills with fluency in spoken and written English (knowledge of a second United Nations official language is an advantage);
• good team player with strong interpersonal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
• knowledge of United Nations procedures, or operations applicable to clerical assignments, such as preparing various routine correspondence or reports, maintaining files or records, reviewing and processing mail (desirable).

Remuneration

Remuneration will commensurate with qualification and experience according to suitability of candidates.

Duration of Contract

This is full-time employment on a 1-year Personnel Service Agreement (PSA) with the United Nations University, with a possibility for contract renewal subject to satisfactory work performance.

This is a locally recruited post and no relocation allowance applies. The post is limited to a person residing in Malaysia, including non-Malaysians holding valid working visa. The successful candidates will be employed under a local contract and will not hold international civil servant status nor be a “staff member” as defined in the UN Staff Rules and Regulations. Suitably qualified women applicants are particularly encouraged to apply.

Starting Date

1 May 2012

Application Procedure

Interested applicants should submit their applications, preferably by e-mail (recruit@iigh.unu.edu) or mail, and must include the following:

• a cover letter setting out how the qualifications and experience match the requirements of the position;
• a curriculum vitae with a completed and signed UN University Personal History form. Please avoid using similar forms provided by other United Nations organizations;
• full contact information of three referees.

The application should indicate the reference number of the vacancy announcement (2012/UNU/IIGH/PSA/RCPT/04).

Please note that applications received after the closing date will not be considered and only short-listed candidates will be notified.