The UN in Malaysia works closely with the Government of Malaysia and partners in support of the country’s national development priorities.  Through its individual agencies and specialised funds, the UN in Malaysia also supports coordination of national and international action to protect the rights and well-being of invisible and excluded communities, including refugees and migrants.

The UN House consists of different UN Agencies.  They include United Nations Development Programme (UNDP); United Nations Population Fund (UNFPA); United Nations Children’s Fund (UNICEF); United Nations University (UNU); United Nations Conference on Trade and Development (UNCTAD) and United Nations Department of Safety and Security (UNDSS).  All administrative matters is led by United Nations Development Programme (UNDP).

SCOPE OF WORK

Summary of key functions:
   Provision of front-desk service and telephone communications services.
   Updating UN staff information
   Effective mail management
   Support to knowledge building and knowledge sharing
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; assistance to visitors by providing directions and accurate information related to UN/UNDP
   Operation and management of the telephone switchboard in accordance with appropriate protocol
   Weekly check and test of all lines
   Addressing of minor technical problems, and reporting to ICT for regular maintenance and repair
   Management and planning of the front desk coverage
   Ensure all mail management be received, acknowledge, opened based on protocol, sorted out and recorded accordingly.
   Prosessing of incoming invoices.
   Support on common services and building maintenance coordination.

2. Ensure the most updated UN staff and other contacts information, focusing on achievement of the following results:
   Collection and update of UN staff information on a monthly basis, ensuring all data and information is correct and accurate.

   Update of the UN House telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

3. Ensures provision of effective mail management focusing on achievement of the following results:

   Receipt, registration of letters and other correspondence to proper department/unit/officer.

   Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.

   Assistance in the administrative services of UN agencies such as ensuring courier services materials received and picked up.

4. Support to 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.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

4.   Institutional Arrangement

Under the guidance and supervision of the Administrative Associate, the Front Office & Admin Clerk provides telephone communication and general reception and information services ensuring high quality and accuracy of work. The Receptionist promotes a client, quality and results-oriented approach.

The Front Office & Admin Clerk works in close collaboration with the Programme and Operations Teams and project staff, and other UN agencies staff to exchange information and ensure consistent service delivery.
CORE COMPETENCIES

• 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

  CROSS FUNCTIONAL & TECHNICAL COMPETENCIES

Ethics   UN policy knowledge – ethics   Knowledge and understanding of the UN Staff 

• Regulations and Rules and other policies relating to ethics and integrity

Administration & Operations  – Documents and records management 

• Overall document (hard or electronic) management registry and retention policy including storing and archiving

Administration & Operations – Building, facilities & office space management  

• Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data

Business Management – Operations Management   

Ability to effectively plan, organize and oversee the Organization Business processes in order to convert its assets into the best results in the most efficient manner.
Knowledge of relevant concepts and mechanisms
Business Development – Knowledge Generation   

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Business management – Communication   

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business management – Customer Satisfaction/Client Management   

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.

MINIMUM QUALIFICATIONS

Education :

• Secondary education is required.
• University degree (Bachelor´s degree) in Business Administration, Commerce, Human Resources, Finance, Social Sciences, International Relations and any other related fields will be given due consideration, but is not a requirement

Relevant Experience : 

• Minimum 4 years (with Secondary education) or 1 year (with Bachelor´s degree) of relevant experience in administrative functions

Required Skills : 

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) will be an asset.

Desired Skills : 

• Certification in administration desirable.
• Proficient computer skills, including sound knowledge of Outlook and MS Office, and experience working with databases.
• Excellent phone manner.
• Strong communication and organizational skills.
• Customer service orientation with a friendly and helpful demeanor
• Ability to work collaboratively as part of a team and support colleagues as needed. Willingness to assist with additional tasks or projects assigned

Required Language (s) :

Fluency in English and Bahasa Malaysia is required.