Job Opening

Posting Title: Receptionist/Logistic Clerk
Department/Office: Economic and Social Commission for Western Asia
Duty Station: BEIRUT
Posting Period: 25 November 2021 - 01 December 2021
Job Opening Number: 21-Economic and Social Commission for Western Asia-169452-Individual Contractor
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Result of Service

The Resident Coordinator Office (RCO) provides the strategic directions to the Country Office (CO). The RCO interacts with many interlocutors in Kuwait, and the RC's Office forge partnerships with the Government of Kuwait, represented through the General Secretariat of the Supreme Council of Planning and Development (GSSCPD), the line ministries and policy makers, all agencies within the UN System, donors, NGOs, Private Sector and Civil Society.

The office of Resident Coordinator to the State of Kuwait is located in the United Nations House and requires an office Receptionist and logistics support to be stationed at the entrance of the Resident Coordinator Office Lobby. The Receptionist and Logistics clerk will be responsible for supporting the Resident coordinator office staff in all receptionist and logistics functions within the common services facilities of the UN House.

The Individual Contractor shall work under supervision of the Senior Staff Assistant/Policy Assistant of the Resident Coordinator Office and overall supervision of the Special Assistant to the Resident Coordinator/Partnerships Officer. The IC will have to interact with the UN House building manager, the UN House Security, UN RC Office Driver, the UNDP Protocol Associate.


Provide receptionist and administrative support to the RC office
• Receive, file electronically and record incoming mail/pouches to RC Office in a register;
• Receive guests to RC office from main entrance/security at ground floor and accompany them to RC office concerned staff;
• Prepare VIP access waivers for Un guests and deliver to UNDSS;
• Assist office staff in filing, photocopying and maintaining required records.
• Assist in the mailing and distribution of publications and payment of bills, as required.
• Provide logistical and general administrative support to the preparation of workshops, training and other activities and reservations of meeting rooms.

Provision of logistical support services
• Provide logistical support in the Clearance of goods, vehicles and equipment from the customs;
• Process travel visa requests and other documentation from the relevant embassies;
• Coordinate the issuance of diplomatic residence VISAs for all international staff members and their dependents and UN visitors, the Vehicle license for all official Vehicles and international staff Vehicles, the driving license for international staff member and MOFA diplomatic ID cards for all international staff members.
• Assist with transportation of UN Resident Coordinator Office Staff when needed.
• Maintain record of RC Office Vehicles, rented vehicles kilometer and movement, fueling and sanitization log;


Provide administrative support for asset in the RC office
• Receive, inspect and verify all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Monitor and manage office supplies and assure timely provision of office equipment and stationary;
• Assist in tagging all furniture/equipment upon receipt from the supplier; update of non-expendable property inventory record and track movement of furniture pieces.

Facilitate RC Office maintenance services
• Communicate requests to building manager to ensure timely maintenance of RC Office repairs and maintenance by coordinating and working with building manager.
• Coordinate with cleaning services company and Gardener to ensure daily cleaning and COVID19 sanitization of the Resident Coordinator Offices;
• Ensure minor furniture repairs, troubleshooting and adjustment of locks of cabinets, drawers, closets, desks and door locks;
• Maintain all records of the repair and maintenance works conducted in the RC offices;
• Report all defects, malfunctions and damages in the RC Office to the Administrative Associate, The Building Manager and OMT Chair as required;

Work Location

Kuwait

Expected duration

one year from 1 January-31 December 2022

Duties and Responsibilities

The Resident Coordinator Office (RCO) provides the strategic directions to the Country Office (CO). The RCO interacts with many interlocutors in Kuwait, and the RC's Office forge partnerships with the Government of Kuwait, represented through the General Secretariat of the Supreme Council of Planning and Development (GSSCPD), the line ministries and policy makers, all agencies within the UN System, donors, NGOs, Private Sector and Civil Society.

The office of Resident Coordinator to the State of Kuwait is located in the United Nations House and requires an office Receptionist and logistics support to be stationed at the entrance of the Resident Coordinator Office Lobby. The Receptionist and Logistics clerk will be responsible for supporting the Resident coordinator office staff in all receptionist and logistics functions within the common services facilities of the UN House.

The Individual Contractor shall work under supervision of the Senior Staff Assistant/Policy Assistant of the Resident Coordinator Office and overall supervision of the Special Assistant to the Resident Coordinator/Partnerships Officer. The IC will have to interact with the UN House building manager, the UN House Security, UN RC Office Driver, the UNDP Protocol Associate.

Provide receptionist and administrative support to the RC office
• Receive, file electronically and record incoming mail/pouches to RC Office in a register;
• Receive guests to RC office from main entrance/security at ground floor and accompany them to RC office concerned staff;
• Prepare VIP access waivers for Un guests and deliver to UNDSS;
• Assist office staff in filing, photocopying and maintaining required records.
• Assist in the mailing and distribution of publications and payment of bills, as required.
• Provide logistical and general administrative support to the preparation of workshops, training and other activities and reservations of meeting rooms.

Provision of logistical support services
• Provide logistical support in the Clearance of goods, vehicles and equipment from the customs;
• Process travel visa requests and other documentation from the relevant embassies;
• Coordinate the issuance of diplomatic residence VISAs for all international staff members and their dependents and UN visitors, the Vehicle license for all official Vehicles and international staff Vehicles, the driving license for international staff member and MOFA diplomatic ID cards for all international staff members.
• Assist with transportation of UN Resident Coordinator Office Staff when needed.
• Maintain record of RC Office Vehicles, rented vehicles kilometer and movement, fueling and sanitization log;

Provide administrative support for asset in the RC office
• Receive, inspect and verify all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Monitor and manage office supplies and assure timely provision of office equipment and stationary;
• Assist in tagging all furniture/equipment upon receipt from the supplier; update of non-expendable property inventory record and track movement of furniture pieces.

Facilitate RC Office maintenance services
• Communicate requests to building manager to ensure timely maintenance of RC Office repairs and maintenance by coordinating and working with building manager.
• Coordinate with cleaning services company and Gardener to ensure daily cleaning and COVID19 sanitization of the Resident Coordinator Offices;
• Ensure minor furniture repairs, troubleshooting and adjustment of locks of cabinets, drawers, closets, desks and door locks;
• Maintain all records of the repair and maintenance works conducted in the RC offices;
• Report all defects, malfunctions and damages in the RC Office to the Administrative Associate, The Building Manager and OMT Chair as required;

Qualifications/special skills

Academic Qualifications: Secondary school education degree or diploma in administration and logistics.
Experience: At least two years of experience in administrative work and logistics support as well as clerical work.
Language: Fluency in Arabic languages required (writing, speaking, reading) and knowledge of English is an advantage

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Sorry, this job opening is no longer available.
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