Receptionist/Telephone Operator , UNDP TANZANIA

As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact. Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team. Under the guidance and supervision of the Administrative Associate, the Receptionist/Telephone Operator provides telephone communication and general reception and information services ensuring high quality and accuracy of work. The Receptionist/Telephone Operator promotes a client, quality and results-oriented approach. The Receptionist/Telephone Operator works in close collaboration with the, Programme and Operations Teams staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Key Functions: ? Ensures effective functioning of the switchboard, monitoring and screening all incoming telephone calls and directing them to appropriate staff through PABX. ? Responds to routine enquiries from external sources/visitors. ? Effectively handles all outgoing calls as requested by staff of UNDP and other UN-Agencies within the working place. ? Receives and disseminates all messages left by callers to appropriate staff members. ? Transmits outgoing faxes and maintains records for appropriate charges for cost recovery. ? Keeps records of all inland, International, local and VSAT calls for charging purposes. ? Ensures that all telephones and cellular phones of the Organization are in working condition. ? Reports and follows up on telephone faults for the office direct lines as well as residential ones for the Senior Managers. ? Prepares and updates the internal telephone directory accordingly. ? Ensures timely verification and preparation of payment request for settlement of monthly telephone bills. ? Prepares the breakdown of charges and forwards to the staff members for accounting their personal calls. ? Drafts correspondence of routine nature on matters related to communications to the office and communication companies. ? Posts all outgoing letters for the UNDP office, and other UN agencies. ? Distributes all newspapers in pigeon holes and reports on short deliveries. ? Assists in registering, pick up and submission of tender documents. ? Controls bookings for conference facilities and ensures that costs for refreshments/food, if any are recovered.

Competencies

Competencies/Skills: ? Initiative to deliver required outputs and planned results. ? Dynamic and flexible with proven ability to work under pressure. ? Enjoy working in a demand-driven environment, motivated by willingness to respond rapidly and effectively to the needs of many clients. ? A team player with strong inter-personal skills and the ability to comfortably communicate at all levels. ? Ability to identify client needs and deliver them promptly and accurately. ? Interactive personality and customer care service skills. ? Knowledge of UN/UNDP working procedures. ? Basic Public Relations skills Core Competencies: ? Demonstrating/safeguarding ethics and integrity ? Demonstrate corporate knowledge and sound judgment ? Self-development, initiative-taking ? Acting as a team player and facilitating team work ? Facilitating and encouraging open communication in the team, communicating effectively ? Creating synergies through self-control ? Managing conflict ? Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member. ? Informed and transparent decision making

Required Skills and Experience

Education: Secondary School education, with special training in handling of communication equipment or provision of Customer care services/logistics at a level of a certificate or diploma. Higher related academic qualifications advantageous, but not a necessity. Secretarial qualifications/background and experience is an asset for this kind of assignment. Computer knowledge, particularly Microsoft Word, Excel and internet applications. Experince: Minimum of three (3) years of relevant experience in registry management, reception services or secretarial field. Language Requirements: Fluency in English, spoken and written, is essential.

Receptionist/Telephone Operator (For Tanzania nati