Special Services Agreement - Receptionist

The Receptionist will manage front desk operations and provide administrative support to the UN House in Azerbaijan. This role serves as the first point of contact for visitors, partners, and staff, ensuring a welcoming, professional, and secure environment while supporting coordination among UN agencies and assisting with meetings, events, correspondence, and other administrative activities.

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.

Requirements

• High school diploma or equivalent. A diploma or qualification in Administration is an advantage.
• Minimum 2 years of relevant professional experience as a Receptionist, Front Desk Officer, Administrative Assistant, or in a similar role.
• 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.

Skills

• Reception Duties
• Front Desk Operations
• Administrative Support
• Customer Service
• Visitor Management
• Time Management
• Multitasking
• Microsoft Office Suite
• Email Communication
• Confidential Information Handling
• Interpersonal Communication
• Professional Appearance
• Coordination Among Agencies

Languages

Azerbaijani, English