Grade

GS3

General Service

Reason

Temporary > Temporary Assignment/ Appointment

B

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2024-06-01

2024-12-31

May 13, 2024

Standard Job Description

Receptionist

Organizational Setting and Work Relationships
The Receptionist will assist in organizing and coordinating the reception area of UNHCR Office. The incumbent has no supervisory role and will always function under the direct supervision of a (Senior) Associate or an Officer who is required to monitor the performance of the incumbent and provide regular guidance.

The incumbent will have internal contacts within UNHCR with staff members and focal points from different units and with external parties for exchange of information and reception of visitors.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

Duties
– Visitors and persons of concern have a full and fair access to UNHCR staff and services while approaching the reception for different purposes and their privacy is respected.
– Receive, screen and assist visitors/clients and escorts them to responsible officer concerned. Adopt tactful attitude to inform and convince interlocutors to accept unforeseen situations, such as waiting longer than expected, meet with a different officer than expected or accepting the cancellation of an appointment.
– Answer to incoming calls and transfer calls to concerned officer and/or take messages or provide general information, understanding the importance and the confidentiality of the issues treated.
– Receive and transmit verbal and written messages to appropriate officer/office/Unit/Department.
– Record the incoming and outgoing mail and manage internal courier distribution, as appropriate. Register/keep records of visitors/clients, as requested.
– Utilise office equipment (telephone, fax, radio, computer¿) when necessary.
– Perform any other clerical duty that may be required.
– Identify which individuals or groups to be prioritized at the reception based on vulnerability and other criteria specified by the supervisor.
– Decide on information contained in the weekly and daily reports submitted to the supervisor.

– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
– Perform other related duties as required.

Minimum Qualifications
Years of Experience / Degree Level
For G3 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Not specified.
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified.

Desirable
Good knowledge of proGres (HCR database for registration of refugees, returnees and displaced persons).

Functional Skills
IT-Computer Literacy
IT-IT Refugee Systems & Applications
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Title: Receptionist/Clerk
Purpose: To provide reception services
Place of duty: UNHCR Office of the Representation, Kololo, Kampala

DUTIES AND RESPONSIBILITIES:
1. Liaise with security personnel to ensure visitors are managed in a firm and friendly manner.
2. Maintain cleanliness and tidiness of the reception area to create a welcoming environment.
3. Ensure safety measures are upheld in the reception area, such as maintaining emergency exits and fire extinguishers.
4. Address general customer concerns and inquiries courteously and efficiently.
5. Receive, record, and hand over all correspondences to the designated Messenger for further handling.
6. Receive and send pouches to respective owners within and outside the organization.
7. Manage the Admin and stationery stores, ensuring organization and accessibility of supplies.
8. Distribute stationery and maintain an inventory to always ensure an adequate supply.
9. Oversee generator maintenance, including ensuring adequate fuel levels and scheduling timely servicing.

SUPERVISION
Reporting to the Admin Associate
ACADEMIC REQUIREMENT
University degree in the relevant discipline with a decent background.
WORKING EXPERIENCE
A minimum of two years of working experience with proficient computer skills is required.
Acceptance

This position doesn’t require a functional clearance

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English

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Skills

IT-Computer Literacy, IT-IT Refugee Systems & Applications

Education

Certifications

https://icsc.un.org/Home/SalaryScales