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Internship Opportunity with UNDP in Ethiopia: Common Service Assistance
The Common Service Assistance works in close collaboration with Mekelle PSO team, Operations and staff from collocating agencies in gate pass management and related issues in the One UN Common Premises.
Under the guidance and direct supervision of the Operations Manager, the Common Service Assistance contributes to the overall UN Common Premises Management Services including but not limited to;
checking and registering the identity of visitors entering to the One UN Common Premises.
S/he will routinely check their ID cards, register and assign each visitor with a badge and
ensure that they have appointment and/or are allowed to the office by a designated officer from one of the collocating agencies.
2. Scope of Work, Expected Roles and Responsibilities of the Incumbent
2.1 Routinely check the identity of visitors.
As a front desk officer, the Common Service Assistance will be responsible to daily check the identity of each visitor, register the time of entrance and exist and check if s/he has the permission to visit at least one of the staff from the collocating UN agencies.
Closely work with the security personnel to manage and control the entrance of the premises.
Support guests to properly and timely locate office numbers they want to visit,
Receive incoming letters from partners and distribute them to their destination.
2.2 Ensure cleanness of the compound including waste management system.
Closely work with the Operations Manager and/or Facility Personnel to ensure all cleaning and waste management services are in place.
Report to the Operations Manager and the cleaning company if any cleaning and utility related issues that need attentions/actions are in place.
2.3 Manage utilities in the common UN premises.
Follow-up all availability of utilities (water, telecommunication, electricity) of the common premises and report to the Operations Manager and/or Facility Personnel
Closely work with Operations Manager and/or Facility Personnel to ensure utilities related payments are paid and settled.
Follow and support utility authorities to enter and take readings and do any required fixations.
2.4 Manage the common UN Conference Hall
Manage the schedule of the common premises meeting hall and ensure that it is ready for services as per the demands of the collocating UN agencies on a daily basis.
Check the cleanness of the conference room and manage the schedule.
Report to the Operations Manager and/or Facility Personnel, if there is a need to fix/clean or maintain the common UN Conference Hall
2.5 Perform any other duties as s/he may be assigned by the immediate supervisor and/or Common UN Premise Manager
3. Institutional Arrangement and Reporting Lines
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the common premises and the Organization.
Recruitment conditions for Common Service Assistance
High school Diploma is required.
Diploma on Technical, Vocational and Education Training with formal training in Secretarial Science, Management, Administrative and Business Management is desirable
A university degree in Secretarial Science, Management, or Administrative and Business Management is desirable but not a requirement.
Three years of work experience is required for High school Diploma holders and Zero (0) work experience for university/college degree holders.
Understands the main processes and methods of work regarding the position.
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.
Demonstrates good knowledge of information technology and applies it in work assignments.
Demonstrates knowledge and skill on basic computer skills (Microsoft Word, Excel, PowerPoint)
The incumbent should have experience in customer handling and client management.
The applicant must have knowledge and experience in safety and security of UN staff, personnel, and properties.
The applicant is expected to have knowledge of general programme (intervention) areas of collocating agencies as well as respective actual and potential partners.
Reports to internal and external clients in a timely and appropriate fashion and responds to client needs promptly.
Proficiency in English, both spoken and written.
Fluency in the in local language of the duty station is desirable.