INTRODUCTION
The Telephone Operator/Receptionist/Secretary position is located in the ILO Decent Work Team and Office for Caribbean (DWT/O-POS) in Port of Spain, Trinidad and Tobago which serves 13 member States and nine territories (Antigua and Barbuda, the Bahamas, Barbados, Belize, Dominica, Grenada, Guyana, Jamaica, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Suriname, and Trinidad and Tobago; and Anguilla, Aruba, Bermuda, the British Virgin Islands, Cayman Islands, Curacao, Montserrat, Saint Maarten and Turks and Caicos). The DWT/O-POS provides advisory services, capacity building and technical assistance to ILO’s constituents (government, employers’ and workers’ organizations) mainly through the execution of Decent Work Country Programmes (DWCPs) aimed at promoting the ILO Decent Work Agenda.

The Telephone Operator/Receptionist/Secretary reports to the National Officer, Finance, Personnel and Administration.

SPECIFIC DUTIES

1. Receive and place incoming and outgoing local and long distance calls, and operate the telephone switchboard.
2. Provide non-technical information and respond to inquiries from visitors.
3. Provide efficient receptionist and telecommunications services and exercise diplomacy, resourcefulness and tact.
4. Keep records of private telephone calls in order to get the office reimbursed. Follow up on the reimbursement of private calls.
5. Contact telephone repair service when problems occur.
6. Receive, screen and log and route correspondence (both electronic and hardcopy), attach necessary background information and maintain follow-up system for action and deadlines. Establish and maintain records of incoming and outgoing correspondence, distribute registry files throughout the office and maintain the records of file movements.
7. Plan and operate the activities of the office’s registry. Open new subject files as required and dispose of old files in accordance with established retention schedule. Keep list of registry files up-to-date. Maintain policy, confidential and general files.
8. Keep abreast of current changes in postal rates and regulations and handle outgoing mail including special mail services, courier services, registered mail and other types of packages.
9. Type a wide variety of correspondence, reports and documents using word processing equipment, proofread and ensure that grammar, spelling and punctuation are correct. Make photocopies as required.
10. Draft correspondence on routine matters.
11. Make travel arrangements for the supervisor and perform liaison duties with other units, UN agencies, ministries, non-governmental organizations and constituents. This includes hotel reservations and prepare the relevant administrative forms.
12. Arrange meetings, both internally and externally.
13. Perform other duties as may be assigned by the supervisor.

GENERIC DUTIES

1. Take and transcribe dictation, ensuring that spelling, punctuation and format are correct. Prepare correspondence for the supervisor’s signature.
2. Arrange appointments for the supervisor, maintain the supervisor’s calendar, receive visitors, place and screen telephone calls, and respond to routine requests for information.
3. Type a wide variety of correspondence, reports and documents using word processing equipment, proofread and ensure that grammar, spelling and punctuation are correct. Make photocopies as required.
4. Draft correspondence on routine matters.
5. Receive, screen and route correspondence, and attach necessary background information.
6. Assist in making travel arrangements, including hotel reservations, by preparing relevant administrative forms for the supervisor and other officials.
7. Maintain office files and records on various subjects.
8. Provide secretarial and administrative support for meetings, seminars and/or workshops.
9. Prepare informal translations. May act as interpreter.
10. Perform liaison duties with concerned ministries for required clearances.
11. Perform other duties as assigned by the supervisor including sending faxes, email, pouch and express mail, and updating information on web sites.Education – Completion of secondary school education and secretarial training.

Experience - Three years of clerical and administrative and/or secretarial experience.

Languages - Excellent command of English. Good working knowledge of Spanish would be an advantage.

Competencies – Knowledge of telephone procedures and systems. Good knowledge of general office procedures and work related practices, record maintenance and elementary spread sheet application for mailing charges and private telephone calls. Knowledge of computer software required for work. Ability to maintain records and files of moderate complexity. Ability to communicate effectively both orally and in writing. Good organizational skills. Ability to work on own initiative as well as a member of a team. Ability to deal with people with tact and diplomacy and be courteous and cooperative when replying to queries. Ability to reply in an appropriate manner to telephone and in-person inquiries. Display a high level of effort and commitment towards completing assignments efficiently. Ability to deal with confidential matters with discretion. Ability to evaluate correspondence and inquiries for best course of action. Ability to obtain services from other work units inside or outside the office for completion of tasks.


Applicants must send detailed CVs by October 23, 2015 to:

The Director (Personnel)
ILO Decent Work Team and Office for the Caribbean
P.O. Box 1201, Port of Spain
Fax: 627-8978
E-mail: ilocarib@ilo.org
Re : Telephone Operator/Receptionist/Secretary

UNSUITABLE APPLICATIONS WILL NOT BE ACKNOWLEDGED