Common Premise Administrative Assistant/Receptionist

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

As UNDP is manager of the Common Premise, support services is required to support all Agencies and personnel resident within the occupied space. The Common Premise Administrative Assistant/Receptionist works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to ensure consistent service delivery

a)    Provision of front-desk services and support to the Common Premise
•    Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP. 
•    Management of the front desk coverage, including answering and transferring of calls 
•    Update of the UN telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

b) Provision of administrative, logistical, and secretarial assistance focusing on achievements of the following results:
•    Performs general administrative or specialized tasks;
•    Receive and transmit verbal and written messages as appropriate ;
•    Keeps and updates internal documents, administrative directory and control templates
•    Safe keep and searches office files and records relating to a variety of topics for information and references. Selects information and records to be used for preparing reports and correspondence
•    Support Operations and Finance on preparing Request for Payments, notification of payments to vendors and assist in preparation of GST 
•    Assists senior management in the following: Arranges for and attends meetings on day-to-day administrative matters and calendar 
•    Drafts routine correspondence, memoranda and reports via oral instructions, and translate documents which may be of confidential nature;
•    When required support with travel arrangements ensuring compliance with corporate travel guidelines and prepare travel documentation as required.
•    Ensures maintenance of registry system focusing on maintenance of the office filing system, maintenance of archives, maintenance of records relevant to office assets management including records of non-expendable equipment; and provision of photocopies of material from the registry files, as requested by staff;
•    Provide support when required with billing and invoicing to ensures timely processing

c) Support registry, ICT and asset management:
•    Assists with registry demands processing and asset management tasks as required
•    Perform routine technical tasks, including changing of hardware electronic components (disks, memories, network wiring, power sources, etc.) and making routine maintenance.
•    Provide ICT support for key events and provide video/audio conferencing support for hybrid meetings. 
d) Perform other duties as requested by the supervisor.
 

Experience in the use of computers, office software packages (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP.

Experience in office filling and other administrative related activities is an advantage.
Experience working in a UN agency, fund or programme or Embassy, or international organization is desired.
Experience with travel support and logistics
Certifications in Administration and / or Procurement are desirable.

Education:

Secondary education is required.

University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
 

Experience:

Minimum of 4 years (with high school diploma) or 1 years (with bachelor’s degree) of relevant experience in administration or programme support services is required.

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.