Job Title Receptionist
Type Internal/External
Type Of Contract Temporary

Vacancy Notice Internal/ External Vacancy Notice Number Temp/004/
Position Number T/004/01/19
Number Of Vacancies 1
Location Moyo
Position Grade GS-3
Closing Date 2019-06-13
Organizational Context

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.

Functional Statement

Accountability (key results that will be achieved)

  • 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.

Responsibility (process and functions undertaken to achieve results)

  • 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.

Authority (decisions made in executing responsibilities and to achieve results)

  • 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.

 

 

Required Competencies

 

  • Analytical Thinking
  • Planning and Organizing
  • Change Capability and Adaptability
Essential Minimum Qualifications and Professional Experience
  • Completion of the Secondary Education.
  • Minimum 3 years of previous relevant job experience.
  • Fluency in English and working knowledge of another relevant UN language or local language.
Desirable qualifications & competencies
  • Good computer skills in using various office applications (including Microsoft Word, Excel, Internet Explorer and Access).
  • Good knowledge of proGres (HCR database for registration of refugees, returnees and displaced persons).
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