Vacancy Announcement

(deadline for applications: 31 October 2004)

United Nations Development Programme (UNDP) office in Ukraine invites applications from highly qualified, energetic, proactive and experienced Ukrainian professionals, who are fluent in English for the post of

· Receptionist (within UNDP Office in Ukraine)

UNDP is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is a well-known organization working with the Government and other partners for the prosperity of Ukraine. We call all those interested not to miss an opportunity and to urgently submit your application. This post may lead to a career with the United Nations.

Terms of Reference

1. Post Title: Receptionist/Administrative Clerk

2. Full time

3. Duty Station: UNDP Office, Kyiv, Ukraine

4. Unit: Administration

5. Principal Functions:

Principal Function	Principal Duties	% of workload/ frequency
1.Provision of Receptionist Services	Provide effective and responsive timely and quality reception services	60% continuous
	Attends and pass telephone calls, if the person is not available fills in routing slips and passes to the addressees;
	Receives visitors and answers inquiries, supplies visitors with available UN and UNDP information;
	Send faxes, register sent faxes and registers information for records, maintains CHRON files, as well files them afterwards;
	Prepare letters for mailing, labeling, enveloping, control of delivery;
	Makes copies;
2. Office Filing and Inventory Management support services	Implements registry e-methods;	15% continuous
	Sorts incoming correspondence (regular mail, pouch, faxes), registers with computer registration system and circulates within the office;
	Assures timely monthly submission of the UN pouch to HQs;
	Maintains daily circulation files and assures its delivery to the office staff;
	Operates computerized filing system for registering and classifying incoming and outgoing correspondence, routes documents;
	Organizes office filing system applying UNDP rules on filing;
	Assists with office inventory system maintenance and timely reporting;
3. Assistance in general administration issues	Translates information, invitations and small pieces of incoming information into UKR/RUS/ENG, urgent drafting of letters;	20% continuous
	Assists supervisor on a variety of administration related issues;
	Keeps updated directories and e-mail lists;
	Maintains conference hall schedule and its status;
	Distributes information and documentation, when requested, including UNV application forms;
	Monitoring of the operational status of fax, copiers, undertakes measures for timely repairing and cartridges changing;
	Assures paper availability in the office equipment;
	Maintains medical kit at the reception of the UN House;
	Facilitates English language learning of the internal security guards;
	Facilitate meeting and accommodation arrangements for the UN travelers, visiting office, arranges for booking in hotels;
	Facilitate implementation of the travel arrangements through the UN recommended travel agencies;
	Provide support in facilitation of issuance of visas and with protocol matters;
	Facilitate transport fleet operational management
	Drafts administrative correspondence on a variety of administration related issues;
4. Other	Performs a variety of functions related to the administration for smooth operational implementation of the projects and other UN/UNDP activities in the country.	5% periodic

Minimum qualifications:

• Be energetic and proactive;
• Mature judgment combined with problem solving approach;
• Ability to work under pressure and cope with multi-tasks;
• Some relevant experience in the area of administration;
• High computer literacy.
• Fluency in English, Russian and Ukrainian;
• Strong organizational and time management skills are a must;
• Excellent communication and writing skills, ability to think clearly and precisely articulate are essential.

Applications in English language with the reference to this position are to be submitted to e-mail address: vegorov@un.kiev.ua, or fax (044) 253-26-07.

UNDP Office in Ukraine address: 1, Klovskiy uzviz, Kiev 01021, Ukraine.

Please, indicate the Position you are applying for in the Subject line of your message.

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest.

Qualified women are strongly encouraged to apply.