Receptionist‐cum‐Storekeeper

OVERVIEW

Parent Sector : Field Office

Duty Station: Dhaka

Classification of duty station: [[filter12]]

Standard Duration of Assignement : [[filter13]]

Job Family: General Administrative Support

Type of contract : Non Staff

Level : Level 1

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 26-MAR-2022

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the direct supervision of the Manager of Finance & Administration and overall guidance of the Head of Office, the Receptionist‐cum‐Storekeeper provides support to office operations, performs the duties in the front office and provides full range of support in the office store management.

Need to work in close collaboration with the Administrative Unit, Programme staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Summary of Key Functions:

1.     Provision of Front-desk Service and Telephone Communications Services;
2.     Support in Store and Inventory Management;
3.     Provide Administrative and Logistic Support;
4.     HR and Finance Support ;
5.     Support to knowledge building and knowledge sharing.

01. Provision of Front-desk Service and Telephone Communications Services:

• Monitoring of all visitors to the office and assist them by providing directions and accurate information;
• Operation and management of the telephone switchboard in accordance with appropriate protocol;
•  Regularly check and test of all lines in support with the vendor/service provider;
•  Maintenance of recording information in the PABX system;
•  Arrange solution of minor technical problems and reporting to telephone service provider for regular maintenance and repair;
•  Management and planning of the front desk coverage;
•  Liaise with Security Personnel in association with office staff for handling visitors/guests, as necessary in order to ensure the provision of an efficient and effective service;
• Collection and update of UN/UNESCO staff information ensuring all data and information is  correct and accurate;
• Update of the telephone list and addresses of the Government, International Organizations, Embassies, INGO, and other Important contacts of counterparts;

02. Support in Store and Inventory Management:

• Supervise and participate in receiving, purchasing within delegated authority, ordering, stocking and issuing office supplies:
• Maintain up-to-date and accurate inventory records;
• Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property;
• Keep strict delivery control of stationery and other consumables;         Maintain register for publications and stationeries stock; file relevant documents;
• Maintain office publications display areas in consultation with programme team;

03. Provide Administrative and Logistic Support:

• Manage requests and records of national and international outgoing courier services and maintain control over courier invoices;
• Ensure daily incoming register and deliverance of incoming correspondence, e-mail, courier and faxes adhering to established procedures;
• Route incoming letters /documents bills to relevant section person.
• Maintain monthly record of receiving newspapers;
• Act as alternate to the General Services Administrative person in charge of registry;
• Support to meeting/workshop/seminars for arranging logistics and catering;

04. Support to knowledge building and knowledge sharing:

• Participation in trainings for the operations/project staff;
• Sound contributions to knowledge networks and communities of practice/teamwork;
• Perform other duties as and when necessary as directed by the Head of Office/Supervisor.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Required Skills and Experience

Education:

• Minimum Bachelor’s degree in any discipline, preferable with relevant training or diploma.

Experience(s):

• Minimum 2 years of progressively responsible for front desk, secretarial, administrative, store management experience is required at international or national organizations;
• Experience in working with United Nations/Embassies or international development agencies would be an advantage.

Language Requirement(s):

• Excellent written, oral and listening skills in English

• IELTS desirable.

Application Submission Procedure(s):

SELECTION AND RECRUITMENT PROCESS

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