The Receptionist is responsible for providing secretarial, clerical and administrative support to Resident Office (RO) staff in order to ensure an effective and efficient operation of the office.
Acting as the first point of contact, the Receptionist deals with general enquiries, answers phone calls and greets visitors as they arrive at the office.
They also ensure that the office activities are running smoothly in terms of supplies and equipment and support the Resident Office staff with basic clerical duties and tasks.
Accountabilities & Responsibilities
Screening incoming telephone calls (internal and external), determine purpose of calls, and forward calls to appropriate personnel or department, take and deliver messages when appropriate personnel are unavailable;
Answer questions about organization and provide callers with address, directions, and other information;
Deal with general inquiries in a professional and courteous manner, in person, on the telephone or via e-mail; direct inquiries as appropriate;
Greet and receive visitors, determine nature of business, direct and accompany visitors to appropriate personnel, keep visitors log;
Depending on RO may prepare meeting room with presentation equipment / materials and refreshments Arrange passes, monitor visitors to the RO and prepare periodical statistics regarding the visitors from HQ
Assist visiting missions if required
Clerical / Administrative (25%)
Arrange couriers and screen, sort and process mail for RO staff;
Scan, copy and send documents;
May assist with maintaining the archives and filing;
Depending on RO may schedule appointments for RO staff, maintain appointment diary electronically in MS Outlook,
Organize conference and meeting room bookings;
Depending on RO may organize and register drivers working schedules;
Arrange transportation for the EBRD visitors on request
Provide assistance and secretarial back up to support Banker / s if required.
Depending on RO may be required to provide ad hoc support to the secretaries / administrative staff / Office Manager
May be responsible for the maintaining of staff whereabouts schedule
May be responsible for checking general RO e-mail and forwarding to the relevant staff member for further action
May be entitled to ITC duties
Depending on RO may assist with arranging local visas for staff and coordination with the foreign ministry
Knowledge, Skills, Experience & Qualifications
Minimum secondary education, university preferred.
Previous experience in a receptionist / secretarial capacity;
Familiarity with the use of office equipment, such as fax, photocopiers etc.;
Excellent verbal communication skills with a good telephone manner;
Good interpersonal skills;
Computer literate, with keyboard skills and experience of word-processing, (Microsoft Word) and e-mail (Microsoft Outlook) combined with ability to acquire other skills as necessary;
Ability to work on own initiative and take responsibility where necessary and to work as part of a team.
Multilingual English plus relevant country of operation language
A good phone manner and excellent organisational skills with ability to deal with people effectively;
Follow the Bank’s policies and procedures;
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