Back Common Services Desk Operator

Background
  Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
  UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
 
I. Organizational Context

Common Services Desk Operator (CSDO) is expected to work in close cooperation with UN  agencies, UNDSS, Common service team and the Service Bureau for Diplomatic Missions, ensuring effective and efficient management of the UN telephone system, coordinating the upcoming visitors and pedestrians in accordance with the UN Premises access control procedures, supporting with the preparation of the UN Telephone directories, as well as providing administrative support to the common service-related works. 

Organizational Setting
Under the guidance and supervision of the UN Common Premises Coordinator (CPC), the CSDO provides front-desk and telephone operation, visitor coordination, logistical support to meetings/events, administrative support and information services ensuring high quality and accuracy of work. The CSDO promotes a client and results oriented, quality service approach.
The CSDO works in close collaboration with the personnel of the UN Agencies, counterparts and visitors to exchange information and ensure consistent services delivery.
 

II.Summary of key functions:

Provides afront-desk service and telephone operating services
Updates UN telephone directory and contact information of UN Agencies
Acts as the primary backstopping carpooling focal point in coordination with UN agencies
Coordinates UN compound maintenance, repair works
Provides administrative support to Common Premises Coordinator
Provide timely support for official meetings and events 
Supports to knowledge building and knowledge sharing in area of Common Services
 

III.Functions/Key results expected:

1.Ensure the provision of front-desk service and telephone operation services focusing on achievement of the following results:
Monitors and assists all visitors to UN House; 
Ensures provision of accurate and timely information and front desk support to UN House residents;
Works in a close cooperation with security guards, liaises with UN House residents and visitors prior allowing the access to compound;
Transmits the official correspondence and pouches to the respective Agencies; supports the arrangement of mailing services for outgoing correspondences;
Registers applications and bids to respective agency secure boxes;
Operates and manages the telephone switchboard in accordance with appropriate protocol;
Conducts weekly check and ensures uninterrupted operations of all telephone lines;
Reports to telephone service provider for regular maintenance and repair;
Keeps the logbook of UN compound and premises maintenance i.e. utilities (electricity, heating, water usage, and garbage removal) recordings such as electricity, heating and water meters; 
Coordinates the UN compound maintenance, repair works with the Service Bureau for Diplomatic Missions;
Reports the UN House related issues to the CPC and related parties on a timely manner.

2.Ensures the most updated UN telephone directory and other contacts information, focusing on achievement of the following results:

Collects and updates UN staff contact information on a monthly basis following the designated template, ensuring all data and information is correct and accurate;
 

3.Provides efficient and timely support to the carpooling initiative including:
Works as a primary backstopping carpooling focal point in close cooperation with UN agency carpooling managers, including administration of car bookings in the system, coordination and effective communication with staff and drivers; 
Updates the list of carpooling system users on a timely basis in consultation with UN agency carpooling managers; 
Attends the carpooling related orientation and briefing sessions.

4.Provides effective administrative and service support to the Common Services as follows:
Prepares, consolidates common payments for approval and processing in coordination with Global Shared Service Center and the Finance team;
Supports the common procurements under UN OMT work plan;
Supports with the physical verification of common supply, inventory and assets records in line with the organization’s rules and regulations.
Acts as daily attendance record monitor for common service staff.

5.Provides timely support for official meetings and events as follow:
Provides support for UN joint events managing minor administrative duties of common services such as providing logistical support to public events, making follow up RSVP calls for UN joint events etc.
Manages the schedule of common meeting rooms and keeps the rooms ready for next meetings;
Provides logistical support and coordination at events taking place at the UN auditorium and common meeting rooms including arranging the event settings, and preparation of auditorium equipment;
Prepares in advance tea and coffee for the meetings, and upkeep the meeting rooms for the next meeting; 
Make sure that the hygiene and cleanness of common meeting room cups/glasses/plates at highest standard.

6.Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Participates in training for the operations/projects staff on administration.
Sound contributions to knowledge networks and communities of practice in area of common services.

IV. Competencies

Corporate Competencies:

Functional Competencies:
Knowledge Management and Learning

Development and Operational Effectiveness

Leadership and Self-Management