Receptionist/Dispatcher Clerk NPSA 2

Job Title: Receptionist/Dispatcher Clerk 

Type of Contract: National Personnel Service Agreement   

Duty Station: Gaza

Duration of Contract: 12 months with the possibility to extend based on fund availability and performance.  

Closing Date:  Apply before 6:59 am on 21 October 2022  

Duties and Responsibilities
 
Scope of Work
The Receptionist/Dispatcher Clerk will oversee the undertaking the following functions:

1.             Ensure the provision of front-desk service.

2.             Update the UNDP staff information.

3.             Provide transportation and administrative support services.

4.             Support to knowledge building and knowledge sharing.

5.             Perform any other duties as assigned by the supervisor

               
1.             Ensure the provision of front-desk service and telephone communication services focusing on achievement of the following results:

•              Operate the centralized telephone system, answer incoming calls, and direct such calls to appropriate staff.
•              Assist staff with making overseas and domestic long-distance calls.
•              Responsible for updating the personal telephone list and staff emergency list.
•              Maintain neat and tidy appearance of reception and waiting areas.
•              Provide other clerical tasks and back up word processing support as assigned by the supervisor.
•              Provide general information on office guidelines and services.
•              Greet visitors and direct them to appropriate staff.
•              Answer questions of the visitors and provide information as required.
 

2.             Ensure the most updated UN staff and other contact information, focusing on achievement of the following results:

•              Collect and update UN staff information monthly, ensure all data and information is correct and accurate.
•              Update the UN compound telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.
3.             Provide transportation and administrative support  services focusing on achievement of the following results:

•              Support the General Services Associate in arranging vehicle transportation for UN/UNDP staff as requested.
•          Ensure cost-savings through proper use of official vehicles through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports
•              Update and maintain vehicle history report.
•              Assist in the preparation of cost-recovery bills for the transportation services provided by UNDP to other agencies.
•              Provide administrative support as requested by the supervisor, such as preparation of routine correspondence and collection of information.
•          Follow up and maintain up to date staff driving licenses and ensures the validity of UNDP and local driving licenses.
•         Ensure availability of all the required documents/supplies (including vehicle insurance, vehicle logs, office directory, map of the city/country, all necessary tools and spare parts required by the Minimum Operational Security Standards - MOSS) in the assigned vehicle.
•         Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents. Conduct accident damage assessments, process vehicle accident reports and participate in Board of Inquiry and raise Damage Discrepancy Report as required
•         Assign daily activities for drivers in accordance to office needs including accommodation of emergency requirements
•         Provision of inputs for preparation of cost-recovery bills to the for the personal and missions’ use of official vehicles provided by UNDP
•         Ensure that all drivers are adhering to the dress code by putting on the assigned uniform as well as understanding their daily duties and responsibilities
4.             Support to knowledge building and knowledge sharing in the office, focusing on achievement of the following results:

•              Participates in training for the operations/projects staff on administration issues.
•          Sound contributions to knowledge networks and communities of practice.
•         Ensure that all drivers receive continuous training and development and retain valid licenses as well as clean driving record
5.             Performs any other duties as assigned by the supervisor.

Required Skills and Experience:

Min. Education requirements:

High School diploma, BA Degree in in Business Administration, or related fields would be an asset

Min. years of relevant work experience:

Minimum of 2 years of relevant work experience.

Required  skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Ability to multi-task.
• Good client orientation and planning skills.
• Desired skills in addition to the competencies covered in the Competencies section:
• Experience working for UN/International NGOs is desirable.

Required Language(s):

Proficiency in Arabic language, good knowledge of English language.

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