Работа в Одессе

United Nations Development Programme (UNDP) in Ukraine is seeking a qualified professional to fill in a vacant post of Receptionist/Travel Clerk for its project “European Union Border Assistance Mission to Moldova and Ukraine”

TERMS OF REFERENCE

Project Title: EU Border Assistance Mission to Moldova and Ukraine
Post Title: Receptionist/Travel Clerk
Contract type: Service Contract
Duty Station: Odessa
Work schedule: Fulltime working week (40 hours)


Background
In June 2005 the Presidents of Moldova and Ukraine sent a joint letter to the EU requesting assistance for enhanced border management capacities, including the development of an international standard of border and customs control at the Moldova/Ukraine state border. The EU responded positively to this request and an EU Border Assistance Mission to Moldova and Ukraine was set-up which is based on a Memorandum of Understanding dated 7 October 2005 and signed between the European Commission, the Republic of Moldova and Ukraine. UNDP is the European Commission’s implementing partner in this endeavor. The initial duration of the EUBAM was 2 years until November 2007. Its mandate has been extended for further 2 years until end of November 2009.

Receptionist/Travel Clerk provides a full range of front-desk and travel services. He or she also, demonstrates a client-oriented approach, tact and ability to work with the people of different national and cultural backgrounds.

Duties and responsibilities:
Under the guidance and supervision of the Head of Security Unit and Administrative Specialist, the incumbent shall discharge the following functions:

• Operates the telephone switchboard, receive and respond to incoming calls, transfer them to relevant staff and respond to routine inquiries;
• Controls electrical entrance door;
• Receives all visitors, screens them and directs them to the respective offices; allow scheduled visitors to the office; issues passes to visitors and keep their IDs or passports instead;
• Receives all kind of mail, including diplomatic mail, distributing it to the final recipients;
• Identifies urgent calls/messages and informs relevant personnel;
• Provides travel related services to the project personnel;
• Follows up with contracted travel agent to ensure provision of high quality professional services and the most competitive prices;
• Processes requests for purchasing tickets for the project personnel, consultants and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
• Makes hotel reservations for the field personnel and any other visitors;
• Coordinates airport pick-ups and support to expediting of customs and immigration procedures, as necessary;
• Substitutes for Administrative/HR Assistant during his/her absence.
• Performs other duties as required.

Basic requirements for the incumbent:
• Completion of secondary education. University Degree is an asset;
• Proficiency in English and Russian languages;
• 2-3 years of relevant administrative experience is in the areas of administration, procurement or travel service;
• Experience of work for UN or other international organizations is an asset;
• Demonstrated computer literacy (MS Word/Excel/Outlook/Internet Explorer)is required;
• Ability to work as a team with people from diverse national and cultural backgrounds in a productive and mutually supportive environment;
• High standard of integrity;
• Courtesy and service orientation;
• Ability to perform a variety of standard tasks related to front desk service, telephone communications service and updating of staff information;
• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure.

Interested applicants should submit CV in English language with the reference to this position to e-mail address: [email protected].

The closing date for applications is 14 January 2009. No telephone inquiries will be entertained. Only short-listed candidates will be contacted.

Please, indicate “Receptionist/Travel Clerk” in the Subject line of your message. Please also mention the minimal salary level expected in your cover letter/CV.

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.