Administrative/Clerk Receptionist

Overview

Provide front office and administrative support for the Liberia Country Office.

You have:

• Completion of High School Secondary Level Certificate/Diploma is required.
• Minimum of three years of relevant progressive experience in a similar position for an international organization, Embassy or UN system.
• Fluency in English is required with excellent oral, written communication, editing and communication skills.
• Familiarity with UN procedures, procurement, finance and contracting regulations and working methods especially UNFPA mandate, its policies and operations in Liberia is highly desirable.
• Good organizational skills, discretion, sound judgment, initiative, ability to set priorities and work independently and under pressure.
• Good interpersonal, communication, oral and writing skills.
• Proficiency in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in the handling of web based management systems.

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education.

Salary

The salary for this job should be more than 853 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

The Position:

The position works under the general guidance of the International Operations Manager (IOM), direct supervision of the Administrative Associate (Human Resources Focal Point) and works closely with the Country Office Programme and Operations staff with support from the Management Team.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results

Job Purpose:

The position is the first point of contact for the Liberia Country Office (CO) to receive official messages and visitors. You will operate an effective and efficient communication in person, via telephone and emails, general reception and information services ensuring high quality, accuracy of work and support to the Country Office teams.

You will demonstrate a client-oriented approach, courtesy, tact and ability to work with people of different national and cultural backgrounds

You would be responsible for:

Front Office Management

• Answer routine queries and requests for information referring or escalating to respective teams promptly and communicating responses in line with policies and procedures.
• Ensure information and communication materials at the reception are regularly updated and visitors are issued a “Visitors Pass.”
• Ensure front office monitoring and reporting any suspicious movements to the Security focal point and faulty office equipment and building maintenance requirements are escalated to the relevant staff for resolution.

Administrative/Clerical Support

• Ensure that all official correspondence and documentation are circulated effectively, distribute substantive materials and briefing notes produced by the office, as directed: prepares draft responses to correspondence and Interoffice Memos as required.
• Maintain and update an efficient office filing system (manually and electronically) and assists the programme/operations team with filing of documents in line with policies and procedures.
• Provide administrative support to receive, record, copy, bind, scan as well as circulate incoming and outgoing official correspondences: provides support for the collection and submission of the Pouch to and from UNDP:
• Provide administrative support with planning the use of the UNFPA Conference room via a scheduling system, ensuring relevant materials, resources and refreshments are available for all official meetings.
• Supervise the cleaning staff to ensure that the interior of the UNFPA country office and its surroundings are presentable, clean and that there is adequate stock of drinking water and resources for other key facilities are well stocked.

Programme/Logistical Support

• Assist the Deputy Representative and other professional staff, with the preparation of documentation for meetings and support the planning, schedule and coordination of travel and logistics for meetings, conferences and workshops.
• Provide programme support with processing requests for stationery items, IT and other office equipment upon request, record and file documents;act as custodian for the distribution of office stationery and office warehouse.
• Provide cover for the Personal Assistant to the Resident Representative position whenever they are away from the office

Qualifications and Experience:

Education:

Completion of High School Secondary Level Certificate/Diploma is required.

Specialized training in Secretarial/Administrative duties is desirable.

Knowledge and Experience:

• Minimum of three years of relevant progressive experience in a similar position for an international organization, Embassy or UN system.
• Good understanding of handling confidential official documentation.
• Familiarity with UN procedures, procurement, finance and contracting regulations and working methods especially UNFPA mandate, its policies and operations in Liberia is highly desirable.

Skills:

• Good organizational skills, discretion, sound judgment, initiative, ability to set priorities and work independently and under pressure.
• Good interpersonal, communication, oral and writing skills.
• Ability to work under minimum supervision and against tight deadlines.
• Good level of confidentiality, tact and discretion.
• Proficiency in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in the handling of web based management systems.

Languages:

Fluency in English is required with excellent oral, written communication, editing and communication skills. Working knowledge of other local languages is desirable.

Required Competencies:

Values:

Exemplifying integrity,

Demonstrating commitment to UNFPA and the UN system,

Embracing cultural diversity,

Embracing change

Core Competencies:

• Values/Guiding Principles
• Performance management
• Developing People/Fostering Innovation and Empowerment
• Working in teams
• Communicating information and ideas/Knowledge Sharing
• Self-management/Emotional intelligence
• Appropriate and transparent decision making
• Results Orientation / Commitment to Excellence

Functional Competencies:

• Business acumen
• Client orientation
• Organizational awareness
• Job knowledge/Technical expertise

Managerial Competencies (if applicable):

Engaging in internal/external partners and stakeholders,

Leading, developing and empowering people, creating a culture of performance

Making decisions and exercising judgment

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus, health insurance and other benefits as applicable.

Disclaimer:

Notice: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm ***. UNFPA is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNFPA does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. Only shortlisted candidates will be contacted for the next phase of the selection process.***

Potential interview questions