Date Issued : 2 December 2019 JOB ANNOUNCEMENT NUMBER: JA17-19 Title: RECEPTIONIST (Only candidates who have the right to live and work in Thailand may apply to this position) Domain: General Administrative Support Grade: SB-1 SC-2 level of the local UNDP salary scale Organizational Unit: Administration and Finance Unit, UNESCO Bangkok Primary Location: Bangkok, Thailand Type of Contract: Service Contract Duration: Initial three (3) months probationary period; renewal subject to satisfactory performance and availability of funds Deadline for Application: 31 December 2019 - 1 month announcement (midnight, Bangkok time) Report to work: As soon as possible

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Overview of the functions of the post

Under the overall delegated authority of the Director of UNESCO Asia-Pacific Regional Bureau for Education and the direct supervision of the Senior Finance and Administrative Officer and/or Administrative Assistant, the incumbent is involved in providing of telephone communication and general reception and information services ensuring high quality and accuracy of work and the completion of basic administrative and operational support activities and processes as per UNESCO Rules and Regulations. As a team member, the incumbent shall:

1. Monitor all visitors to the office; provide assistance to visitors by providing directions and accurate information related to UNESCO; receive and greet visitors to the Organization: ascertain the visitors' requirements and direct them to the person or entity called upon.

2. Operate and manage the Office's telephone switchboard in accordance with appropriate protocol.

3. Deal with telephone calls requesting information and appointments; and keep a record/telephone number of callers.

4. Route calls for specific information to staff members concerned.

5. Place long distance calls as requested by staff members.

6. Liaise with the Telephone Organization of Thailand regarding maintenance of the system and other related matters.

7. Monitor international calls for cost capturing and distribute monthly statements for identification of personal calls and collect the identified amounts; process payment requests for local and overseas communications and keep record.

8. Assist in making telephone calls/faxes, keeping lists of names, addresses and telephone/fax numbers of the banks, vendors, government officials and members of the diplomatic corps concerned.

9. Weekly check and test of all lines.

10. Ensure maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair.

11. Ensure management and planning of the front desk coverage.

12. Ensure the most updated UNESCO staff and other contacts information, focusing on achievement of the following results.

- Collection and update of UNESCO staff information on a regular basis, ensuring all data and information is correct and accurate.

- Update of the telephone list and UNESCO Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

13. Dispatch all outgoing mail and parcels and handle transmission of mail and parcels received from UNESCO Headquarters to other UN Agencies and governmental institutions in Thailand and other countries in the region.

14. Operate franking machine and maintain expenses account; keep correct records/manifests of dispatch and be responsible for postage funds and submit statement of accounts punctually.

15. Assist in the preparation of periodic accounting records and reconciling data for recurring and special reports ; (list of cheques drawn, financial reports of office communications both local and overseas, staff salaries – MBF, advances, purchase orders of office supplies and equipment, electricity and water supplies).

16. Maintain inventories of stationery and office supplies, compiles and verifies budget and accounting data by researching files, calculating costs and estimating anticipated expenditures from readily available information sources, processing purchase orders.

17. Perform additional activities that may be required to ensure the success of the work team.

Competencies

A successful candidate will be required to demonstrate the following competencies: Accountability Communication Teamwork Innovation Results focus Planning and organizing

For detailed information please consult the UNESCO Competency Framework

Required qualifications

Education  Secondary education. University degree in communication, or a related discipline would be desirable, but it is not a requirement.

Work Experience  Minimum two (2) years of relevant experience (with Secondary education), or, no experience (with Bachelor degree).  Experience in administrative and/or support service in an international environment, preferably in a United Nations.

Skills and competencies  Excellent interpersonal skills with good team work spirit in a multicultural environment.  Excellent communication skills both oral and written.  Good organizational skills.  Capacity for accuracy and attention to detail.  Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).  Ability to work under pressure and flexibility to adjust work schedules and priorities.

Languages  Excellent knowledge of English and Thai.

Apply to

All interested and qualified candidates are invited to submit:  a cover letter (referencing the Job Announcement Number: JA 17-19);  a full resume stating details of educational qualifications and working experience, present income, home and office telephone numbers, three (3) references and email address or UNESCO CV (Form HR 5-1). to either: UNESCO is committed to promoting gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply. Persons with disabilities equally are encouraged to apply. UNESCO applies a zero tolerance policy against all forms of harassment.

UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.

E-mail: hr.bgk@unesco.org or

Senior Finance and Administrative Officer UNESCO Bangkok Mom Luang Pin Malakul Centenary Building 920 Sukhumvit Road, Klongtoey Prakanong, Bangkok 10110 Thailand Fax No. + (662) 391-0866

Assessment

An assessment exercise may be used in the evaluation of candidates

A WRITTEN EXAMINATION MAY BE USED IN THE EVALUATION OF CANDIDATES

Only short-listed candidates will be contacted.

Please note that UNESCO is a non-smoking Organization.

UNESCO is committed to promoting gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply. Persons with disabilities equally are encouraged to apply. UNESCO applies a zero tolerance policy against all forms of harassment.

UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.