Special Services Agreement - Receptionist

Background

UN House in Azerbaijan is seeking a highly professional, organized, and service-oriented Receptionist to manage front desk operations and provide administrative support to the UN House.

The Receptionist will serve as the first point of contact for visitors, partners, and staff, ensuring a welcoming, professional, and secure environment. The position will also support coordination among the UN agencies based in the UN House and assist with meetings, events, correspondence, and other administrative activities.

Key Responsibilities

• Greet visitors and direct them to the appropriate UN agency or office.

• Answer and professionally route incoming telephone calls.

• Maintain visitor logs and issue visitor badges when required.

• Coordinate with representatives of UN agencies regarding appointments and meetings.

• Manage incoming and outgoing mail, correspondence, and deliveries for the building.

• Coordinate diplomatic pouch deliveries for UN House agencies, including supporting the UN House Manager in maintaining the stock of security grip seals.

• Monitor the reception area and report any security or safety concerns.

• Maintain a clean, organized, and professional reception area.

• Provide general administrative support to UN House management.

• Respond to inquiries and provide accurate information regarding UN House facilities and services.

• Provide administrative support to UN House agencies before and during meetings, trainings, and events organized at the UN House or, when appropriate, at external locations.

• Monitor meeting room schedules and supplies and ensure meeting facilities are properly arranged and orderly before and after each session.

• When required, prepare administrative correspondence for UN House agencies without dedicated administrative support and coordinate, as appropriate, translation, signing, stamping, and dispatch under the guidance of the RCO Executive Assistant.

• Perform other related administrative and reception duties as required.

Qualifications and Skills

Education: High school diploma or equivalent. A diploma or qualification in Administration is an advantage.

Experience: Minimum 2 years of relevant professional experience as a Receptionist, Front Desk Officer, Administrative Assistant, or in a similar role.

Skills: 

• Excellent communication and interpersonal skills.

• Fluency in Azerbaijani and English, both written and spoken.

• Strong organizational and time-management skills with the ability to multitask and manage a high volume of visitors and requests.

• Professional appearance and a strong customer-service orientation.

• Good working knowledge of MS Office applications and email communication.

• Ability to handle confidential information with discretion and maintain neutrality and professionalism when working with multiple UN agencies.

• Ability to work effectively as part of a diverse and multicultural team.

Key Competencies

• Excellent organizational and coordination skills.

• Professionalism and discretion.

• Strong interpersonal and customer-service skills.

• Problem-solving and decision-making ability.

• Teamwork and collaboration.

• Reliability, flexibility, and attention to detail.

Remuneration:  As full consideration for the services performed by the signatory under the terms of the Agreement, WHO shall pay the signatory a monthly AZN 1,500.

Additional Information: 

• This vacancy notice may be used to identify candidates for other similar special services agreements at the same level.

• Only candidates under serious consideration will be contacted.

• A written test may be used as a form of screening.

• If your candidature is retained for interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• For information on WHO's operations please visit: http://www.who.int.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits workforce regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

• The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply for WHO jobs.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to  reasonableaccommodation@who.int

• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter (https://www.who.int/about/who-we-are/our-values) into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of short-listed candidates.

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• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.

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