Receptionist

Overview
Receiving and managing visitors and communications in the office

You have:

High School Diploma (required).
A minimum of 3 years of experience in similar positions (with a high school diploma) or 1 year (with a bachelor’s degree).
Basic computer skills in Microsoft Office.
Management of the Teams and Zoom virtual platform.
Social skills: be kind, courteous, and professional at all times.
Knowledge of another UN language is valued.
Contract
This is a NPSA-3 contract. This kind of contract is known as National Personnel Services Agreement . It is normally only for nationals . It usually requires 3 years of experience , depending on education. More about NPSA-3 contracts .

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Details
Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and

Culture. People belonging to minority groups and indigenous groups are also encouraged to participate.

and people with disabilities to submit their applications. All applications will be considered

with the strictest confidentiality.

UNDP does not tolerate sexual exploitation and abuse, any type of harassment, including sexual harassment.

nor discrimination. Therefore, all selected candidates will undergo rigorous screening.

reference and background checks.

The UNDP is the leading United Nations organization in the fight to end injustice

on poverty, inequality, and climate change. Working with our extensive network of experts

and partners in 170 countries, we help nations build integrated and lasting solutions for

People and the planet. Learn more at undp.org or follow us on @UNDP.

In Venezuela, there is an office where several United Nations agencies have their national headquarters, such as the United Nations Development Programme (UNDP), the United Nations Volunteers Programme (UNV), and the Small Grants Programme (SGP).

Duties and Responsibilities

Greet and announce visitors entering the office premises, ensuring they are received by the requesting official. Provide information to visitors and redirect their inquiries if necessary.
Manage the process and logistics of reserving and delivering the meeting room and provide support to manage the entry of suppliers to the building.
Receiving and dispatching timely correspondence in the reception area, as well as delivering correspondence to retirees and UN agencies.
Support the UNDP Administrative Assistant in requesting information related to suppliers (quotes, contacts, comparative charts, payment requests).
Keep the office document repository updated on the appropriate platform
Efficient, courteous, and timely management of telephone communications. Operate the telephone switchboard and intercom. Answer calls courteously and promptly, and transfer them to the requested person immediately.
Other activities that may be required in this area
Competencies

Organizational Competencies:

Achieving Results: Level 1: Plans and monitors their work, pays attention to detail, delivers quality work within the established timeframe

Think innovatively: Level 1: Openness to creative ideas. Solves problems pragmatically and with continuous improvement.

Continuous learning: Level 1: Open and curious mind, share knowledge, learn from mistakes, ask for feedback.

Adapting with Agility: Level 1: Adapts to change, constructively handles ambiguity and uncertainty, shows flexibility.

Acting with determination: Level 1: Shows interest and motivation, is able to perform calmly in situations under pressure, shows self-confidence.

Engage and Partner: Level 1: Demonstrates compassion and understanding towards others, forms positive relationships.

Facilitating Diversity and Inclusion: Level 1: Values ​​and respects differences, is aware of unconscious biases and confronts discrimination.

Cross-functional and Technical Competencies

Administration and Operations

Registration and correspondence management: Ability to collect, register, maintain and send UNDP mail and briefcase; ability to manage files.

Business management

Communication: Ability to communicate clearly, concisely, and unambiguously through both written and verbal communication; to adapt messages and choose communication methods based on the audience. Ability to manage internal and external communications through media, social networks, and other appropriate channels.

Customer Satisfaction – Customer Management: Ability to respond promptly and appropriately with a sense of urgency, provide consistent solutions, and deliver timely, high-quality results and/or solutions to meet and understand customers’ real needs. Provide input for the development of the customer service strategy. Seek ways to add value beyond immediate customer requests. Ability to anticipate future customer needs and concerns.

Required Skills and Experience

Education :

High School Diploma (required) Completed secondary education is required. A university degree in administration, public relations, industrial relations, or any other related area in the social sciences and humanities will be duly considered.

Experience:

A minimum of 3 years (with a high school diploma) or 1 year (with a bachelor’s degree) of experience in similar positions is required.

Required Skills:

Basic computer skills (Microsoft Office), experience with the Teams virtual platform, Zoom, calendar management, visitor control, access control, etc.
Office equipment operation: photocopiers, scanners, telephones and others.
Organization and time management
Confidentiality
Punctuality
Customer focus
Flexibility and adaptability
Social skills: Be kind, courteous, and professional at all times. Empathy and the ability to build positive relationships are essential.
Desired Skills:

Ability to work under pressure.
Obtaining quality results.
Openness to change and ability to deal with complex situations.
Integrity, transparency, professionalism, accountability, etc.
Required language(s):

Spanish spoken and written language.
Knowledge of another UN language will be valued.
Documents that must be submitted by applicants:

P11 form, indicating previous positions and their main functions, duration (months/years), skills/abilities, as well as details of the type of contract, contact details (email and telephone number) of the candidate.
The Contracting Unit may request (“ad hoc”) any information or document relevant to evaluating experience, for example: reports, presentations, publications or others.
Equal opportunity

As an equal opportunity employer, UNDP values ​​diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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