Receptionist

The Receptionist provides secretarial, clerical and administrative support to Resident Office staff to ensure effective and efficient office operations. The role involves reception duties as the first point of contact and administrative support including coordination of events, logistics, and assistance to bankers.

Responsibilities

• Screen incoming telephone calls, determine purpose and forward to appropriate personnel or department, take and deliver messages when appropriate.
• 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.
• Prepare meeting room with presentation equipment/materials and refreshments as needed.
• Arrange passes, monitor visitors to the Resident Office and prepare periodical statistics regarding visitors from HQ.
• Assist visiting missions if required.
• Arrange couriers.
• Screen, sort and process mail for Resident Office staff.
• Scan, copy and send documents.
• Assist with maintaining archives and filing as needed.
• Schedule appointments for Resident Office staff and maintain appointment diary electronically in MS Outlook.
• Organize conference and meeting room bookings.
• Organize and register drivers working schedules as needed.
• Arrange transportation for EBRD visitors on request.
• Provide assistance and secretarial back up to support bankers if required.
• Provide ad hoc support to secretaries/administrative staff/Office Manager as needed.
• Maintain staff whereabouts schedule as required.
• Check general Resident Office e-mail and forward to relevant staff member for further action.
• Perform ITC duties as entitled.
• Assist with arranging local visas for staff and coordination with the foreign ministry as needed.

Requirements

• 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.
• Smart and business-like appearance.
• Ability to work to a high standard (and while under pressure).
• Honest and trustworthy.
• Good time management skills.
• Cultural awareness and sensitivity.

Skills

• Receptionist Experience
• Secretarial Skills
• Office Equipment Operation
• Telephone Communication
• Interpersonal Skills
• Keyboard Skills
• Word Processing
• MS Word
• Email Communication
• Microsoft Outlook
• Initiative
• Teamwork
• Bilingual Communication
• Organizational Skills
• Policy Compliance
• Time Management
• Cultural Awareness

Languages

English