Premises shared by UN organizations are an important component of the Secretary-General’s UN Reform Programme. The objective of common premises is to build closer ties among United Nations staff and promote a more unified presence at country level in a cost-effective manner.  Common Premises is considered a key enabler for common services and shared services between agencies and forms an integral part of the United Nations efforts to harmonize common operations at the country level.  For instance, co-location allows agencies to pool administrative and logistic services, thereby freeing up resources for development activities.

In this context, in line with commitments made by the UN Secretary-General in response to General Assembly resolutions A/RES/72/279 adopted 31st May 2018, that specifically recommended that by 2021, 50% of all UN Offices be located in joint premises, UNDP, GEF-SGP and UNRCO are proposing the establishment a joint premises in Belmopan. The continued co-location of these three agencies in UN Common Premises would facilitate enhanced coherence and coordination in the UN Family’s efforts to support national development agenda and ongoing reform process to achieve cost-effective and environmentally friendly UN Common premise. This effort is consistent with and being advanced through the finalization of the Business Operations Strategy (BOS 2.0 by the end of 2020).

As UNDP is manager of the Common Premise, support services is required to support all Agencies and personnel resident within the occupied space. The Common Premise Administrative Assistant/Receptionist works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to ensure consistent service delivery.

The Common Premise Administrative Assistant/Receptionist shall demonstrate a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

Duties and Responsibilities

1. Provision of front-desk services and support to the Common Premise.
2. Provision of administrative, logistical, and secretarial assistance for meeting/events organizations and minutes taking, recording, filing, correspondences, operational SOPs.
3. Support registry and asset management.

a) Provision of front-desk services and support to the Common Premise:

• Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP.
• Management of the front desk coverage, including answering and transferring of calls
• Update of the UN telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

b) Provision of administrative, logistical, and secretarial assistance focusing on achievements of the following results:

• Performs general administrative or specialized tasks;
• Receive and transmit verbal and written messages as appropriate ;
• Keeps and updates internal documents, administrative directory and control templates
• Safe keep and searches office files and records relating to a variety of topics for information and references. Selects information and records to be used for preparing reports and correspondence
• Support Operations and Finance on preparing Request for Payments, notification of payments to vendors and assist in preparation of GST
• Assists senior management in the following: Arranges for and attends meetings on day-to-day administrative matters and calendar
• Drafts routine correspondence, memoranda and reports via oral instructions, and translate documents which may be of confidential nature;
• When required support with travel arrangements ensuring compliance with corporate travel guidelines and prepare travel documentation as required.
• Ensures maintenance of registry system focusing on maintenance of the office filing system, maintenance of archives, maintenance of records relevant to office assets management including records of non-expendable equipment; and provision of photocopies of material from the registry files, as requested by staff;
• Provide support when required with billing and invoicing to ensures timely processing

c) Support registry, ICT  and asset management:

• Assists with registry demands processing and asset management tasks as required
• Perform routine technical tasks, including changing of hardware electronic components (disks, memories, network wiring, power sources, etc.) and making routine maintenance.
• Provide ICT support for key events and provide video/audio conferencing support for hybrid meetings.

d) Perform other duties as requested by the supervisor. 

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.

Business Management –  Operations Management:

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanism

Administration & Operations –  UN travel documents:

• Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.

Administration & Operations –  Entitlement travel:

• Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies

Administration & Operations  – Asset Management:

• Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & Operations  – Vehicle management:

• Knowledge of policy and procedures on fleet management

Procurement –  Procurement Management:

• The ability to acquire goods, services or works from an outside external source.

Desired additional skills and competencies:

• Experience in office filling and other administrative related activities is an advantage.
• Experience working in a UN agency, fund or programme or Embassy, or international organization is desired.
• Experience with travel support and logistics
• Certifications in Administration and / or Procurement are desirable.

Applicant information about UNDP rosters
Note: 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.

Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.