Receptionist And Admin Assistant
United Nations Development Programme
مجموع سنوات الخبرة :26 years, 5 أشهر
(Reporting to the Premises Manager)
•Handling the main telephone switch board
•Handling stakeholders and visitors and Directing them to the correct UN Agency
•Responding to all 12 UN Agencies emails
•Responsible for distribution of faxes/letters/ official Pouches to 12 UN Agencies in the UN Compound
•Raise payment vouchers for all Common premises payments through Atlas system and maintaining a tracking system of all payments
•Booking the 5 conference halls in the system and processing raising invoices for payment to relevant UN Agencies
•Taking minutes of the Common premises meetings and draft minutes
•Responsible for ordering/ issuing and maintaining of stationary items to UN Agencies
•Handling and controlling the work of 2 outdoor messengers and 1 indoor messenger
Planning (HR Plan) for WFP and individual development projects
•Development of Job Profiles & Specifications
•Administration of Recruitment & Selection process of all categories of staff
•Administration of the WFP Performance Management System
•Assessment of HR Unit performance at WFP
•Assisting in the Training & Development functions
•Management of all Personnel Records of WFP staff
•Overseeing insurance / staff claims administration
•Preparation of SC/SSA Payroll in PASport
•Worked as the
arrangements of travel, visas and accommodation when required
•Answer the telephone, monitor telephones and manage interruptions to support the effective time management for the CEO
•Co-ordinate and maintain the diary of the CEO including organizing of all appointments, meetings, travel arrangements
•Identify, anticipate and prepare information requirements of the CEO for meetings, appointments, presentations etc and follow up inward and outwards requests for information, outstanding reports, and correspondence.
•Arrange meeting rooms for internal and external meetings as requested, and in advance for recurring meetings
•Meeting and greeting visitors at all levels of seniority
•Devising and maintaining office systems, including data management and filing
•Reading, monitoring and responding to the email,
•Preparing and Producing documents, briefing papers, reports and presentations
•Taking dictations of letters
•Organising and attending meetings and ensuring the CEO is well prepared for meetings
•Schedule team meetings, prepare agenda and draft minutes
•Attend Board of Directors meetings, take minutes and be point of contact for Directors
•Liaising with clients, and other staff
1. Publishing and updating job ads on careers pages
2. Scheduling interviews
3.Maintaining employee records (e.g. vacation and sick leaves)
4. Prepare monthly compensation and attendance spreadsheets
5.Screen resumes and job applications
6. Update internal databases with new hires’ data (e.g. contact details and bank accounts)
7. Distribute physical and digital training material
Store, copy and scan company policies
8. Address employees’ queries
9. Prepare ad-hoc reports (e.g. on expenses)
courses: TRAINING & WORKSHOPS ATTENDED •Protection in WFP Operations workshop in 19-21
IN