**Job Identification**- 16761**Locations**- Putrajaya, Malaysia**Posting Date**- 03/05/2024, 01:34 AM- 03/19/2024, 11:00 PM**Job Schedule**- Full time**Agency**- UNDP**Grade**- NB2**Vacancy Type**- National Personnel Service Agreement**Practice Area**- Management**Contract Duration**- 1 Year with Possibility for extension**Education & Work Experience**- Bachelor's Degree - 1 year(s) experience OR High School certificate- 4 year(s) experience**Other Criteria**- Certification in administration desirable**Required Languages**- English and Bahasa Melayu**Vacancy Timeline**- 2 Weeks**BACKGROUND**The UN in Malaysia works closely with the Government of Malaysia and partners in support of the country's national development priorities. Through its individual agencies and specialised funds, the UN in Malaysia also supports coordination of national and international action to protect the rights and well-being of invisible and excluded communities, including refugees and migrants.The UN House consists of different UN Agencies. They include United Nations Development Programme (UNDP); United Nations Population Fund (UNFPA); United Nations Children's Fund (UNICEF); United Nations University (UNU); United Nations Conference on Trade and Development (UNCTAD) and United Nations Department of Safety and Security (UNDSS). All administrative matters is led by United Nations Development Programme (UNDP).**SCOPE OF WORK**Summary of key functions:? Provision of front-desk service and telephone communications services.? Updating UN staff information? Effective mail management? Support to knowledge building and knowledge sharing**1. Ensure the provision of front-desk service and telephone communication services focusing on achievement of the following results**:? Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP? Operation and management of the telephone switchboard in accordance with appropriate protocol? Weekly check and test of all lines? Addressing of minor technical problems, and reporting to ICT for regular maintenance and repair? Management and planning of the front desk coverage? Ensure all mail management be received, acknowledge, opened based on protocol, sorted out and recorded accordingly.? Prosessing of incoming invoices.? Support on common services and building maintenance coordination.**2. Ensure the most updated UN staff and other contacts information, focusing on achievement of the following results**:? Collection and update of UN staff information on a monthly basis, ensuring all data and information is correct and accurate.? Update of the UN House telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.**3. Ensures provision of effective mail management focusing on achievement of the following results**:? Receipt, registration of letters and other correspondence to proper department/unit/officer.? Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.? Assistance in the administrative services of UN agencies such as ensuring courier services materials received and picked up.**4. Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results**:? Participation in training for the operations/projects staff on administration.? Sound contributions to knowledge networks and communities of practice.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.**4. Institutional Arrangement**Under the guidance and supervision of the Administrative Associate, the Front Office & Admin Clerk provides telephone communication and general reception and information services ensuring high quality and accuracy of work. The Receptionist promotes a client, quality and results-oriented approach.The Front Office & Admin Clerk works in close collaboration with the Programme and Operations Teams and project staff, and other UN agencies staff to exchange information and ensure consistent service delivery.**CORE COMPETENCIES**- **Achieve Results**: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline- **Think Innovatively**: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements- **Learn Continuously**: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback- **Adapt with Agility**: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible- **Act with Determination**
