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Welcome Service Assistant

Vacancy #:   5942
Unit:   General Services Unit
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   Headquarters, Gland, Switzerland
Reporting to:   Welcome Service Coordinator
Work percentage:   50%
Grade:   A2
Expected start date:   01 May 2022
Type of contract:   Indefinite
Closing date:   01 April 2022
BACKGROUND
Les Services Généraux comptent environ 7 membres couvrant la maintenance des bâtiments, la réception, le service des réunions et conférences, ainsi que la sécurité et les assurances.

En juin 2010, l’UICN a achevé l’extension de son siège et a ainsi doublé la surface de ses bureaux. L’extension du bâtiment compte une série de techniques innovantes en matière de construction écologique ainsi que les dernières technologies en termes d’efficacité énergétique. Une partie du bâtiment, comprenant des salles de conférence et de réunions, est louée afin d’optimiser l’utilisation de l’espace disponible et générer des revenus. Le bâtiment comporte un centre pour les visiteurs et une cafeteria administrée par une entreprise de restauration professionnelle.

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

The Welcome Service Assistant will be part of the General Services Unit and will work at the Welcome Service Desk under the supervision of the Welcome Service Coordinator. The Welcome Service Assistant will be the first contact of visitors, guests, employees and tenants and therefore reflecting a first image of IUCN.
JOB DESCRIPTION
SPECIFIC DUTIES AND RESPONSIBILITIES

• Welcome and direct visitors and guests, professionally and courteously. Greet IUCN Staff and tenants with a welcoming and smiling attitude;
• Receive incoming telephone calls for IUCN and other organisations, filter and promptly transfer to persons concerned; take messages as necessary;
• Serve as focal point for touristic information, train transport and local facilities;
• Order local transportation (taxi) upon request;
• Manage conference room booking through an electronic system; ensure coordination of demands within the General Services Unit and the concerned services (Cafeteria, IT);
• Support the General Services Officer for external room reservations;
• Maintain and publish the monthly internal telephone list;
• Keep abreast of “who is where and when” and serve as a principal source of information;
• Update weekly the list of arrivals and departures, as well as events;
• Distribute badges for access control and cafeteria payments for new Staff;
• Petty cash;
• Various administrative tasks as required.


WORK SCHEDULE

Monday, Tuesday, Thursday and Friday 12:00 to 15:00
Wednesday 11:00 to 17:00

IUCN’s normal working hours on a 50% basis is 20 hours per week. The 2 hours’ difference from the above schedule is recorded separately and is used to cover extra time when replacing colleagues on leave/absence or when the incumbent’s presence is required during evening events.
REQUIREMENTS
  • 2-3 years of experience in a similar position

• Fluent in French and English, Spanish a plus

• Experience in a multicultural environment and high culture sensitivity

• Good practice with Microsoft office (Word, Excel & Outlook)

• Good presentation, sense of discretion and diplomacy, sense of humour a plus

• Organised and multitasks

• Capacity to be efficient under pressure

• Service oriented, flexible, open minded and team player
SALARY
The gross annual salary for this position is between CHF 31'654 and CHF 39'567, subject to deductions for social security contributions and second-pillar pension, and before tax. While this is an indicative amount effective as of the current date, changes may occur as per IUCN's compensation practices without prior notice. The same applies to other organisations hosted by IUCN.
APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/


About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

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