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United Nations University Security cum Front Desk Attendant

11:56:00 AM

United Nations University

Dresden, Germany


Reference Number: 2012/UNU/FLORES/PSA/SFDA/23

Applications to:

By Post:
Director, United Nations University – International Institute for Integrated Management of Material Fluxes and of Resources (UNUFLORES)
13th Floor, World Trade Centre,
Dresden, 01067 Germany

By Email: hrFLORES_sfda@unu.edu

Closing Date: 14 September 2012

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, its member states and peoples. 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 already established thirteen Research and Training Centres/Programmes worldwide. For more information please visit www.unu.edu.

United Nations University - International Institute for Integrated Management of Material Fluxes and of Resources (UNU-FLORES)

The primary purpose of UNU-FLORES will be to contribute to the resolution of crucial challenges in the area of sustainable use and integrated management of the environmental resources water, soil and waste that are of concern to the United Nations and its Member States, particularly developing and transitional countries. For more information please visit http://unu-flores-mozambique.blogspot.com.

Responsibilities:

Under the authority and guidance of the Director of UNU-FLORES, and the direct supervision of the Finance and Administrative Officer, the Security cum Front Desk Attendant works in close collaboration with other staff to provide administrative support by performing a variety of tasks as follows:

Carry out the following functions under the supervision of the Security focal point, focusing on the achievement of the following results:

  • Responsible for access control at all entry points throughout the office to prevent entry to unauthorized person and the unauthorized removal of UNU-FLORES property;
  • Provides information and directions to all persons associated with the organization;
  • Maintains alertness for any potential or actual breaches of security and any disturbances or unusual activity and reports these immediately;
  • Ensures that all UNU-FLORES property being carried from the complex is checked for appropriate documentation;
  • Maintains logs and rosters and initiates chronological logs of events during emergency situations;
  • Prepares daily and weekly work schedules and various periodic reports;
  • Liaises with Building security management and facilities management on all matters of safety and security;
  • Responsible for issue and control of all access cards for UNU staff and affiliates requiring access to premises;
  • Provides safety and security briefing to all new UNU staff;
  • Primary point of contact with Host Country law enforcement and emergency services in all matters relating to safety and security.

Ensure the provision of front-desk service and telephone communication services focusing on the 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-FLORES;
  • Operation and management of the telephone switchboard in accordance with appropriate protocol;
  • Weekly check and test of all lines;
  • Screens phone calls and visitors;
  • Responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling;
  • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions;
  • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats;
  • Handles arrangement for printing and translation;
  • As necessary coordinates shipment arrangements, courier services, etc.;
  • Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair;
  • Management and planning of the front desk coverage;
  • Update of the UNU-FLORES House telephone list and UNU-FLORES Directory, addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts;
  • Performs any other duties as assigned.

Required Qualifications and Experience:

  • 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 is 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 other United Nations official languages would be an asset;
  • Good team player with strong interpersonal skills demonstrated by the ability to work in a multicultural, 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;
  • Previous experience in a security or safety related capacity is desirable.

Remuneration:

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

Duration of contract:

This is a full time employment on a one (1) year Personnel Service Agreement (PSA) contract with UNUFLORES, with the 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 Germany, including a non-German holding valid working visa. The successful candidate 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.
Applications from suitably qualified women candidates are particularly encouraged.

Starting date: As soon as possible.

Application Procedure:

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

  • A cover letter setting out how the qualifications and experience match the requirements of the position;
  • A completed and signed UNU Personal History (P.11) form downloadable from United Nations University website at http://unu.edu/about/hr. Please avoid using similar forms provided by other United Nations organizations;
  • A full contact information of three (3) referees;
  • The application must also indicate the reference number of the vacancy announcement (2012/UNU/FLORES/PSA/SFDA/23).

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