Purpose of the Job
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. The role is split approximately 50% reception duties and 50% administrative support, acting as the first point of contact for the office while also supporting bankers and wider RO activities. 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 office activities are running smoothly in terms of supplies and equipment, and provide administrative support including assistance to bankers, coordination of events, logistics, and ad hoc tasks.
Accountabilities and Responsibilities
Reception (50%)
1. 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
2. Answer questions about organization and provide callers with address, directions, and other information
3. Deal with general inquiries in a professional and courteous manner, in person, on the telephone or via e-mail; direct inquiries as appropriate
4. Greet and receive visitors, determine nature of business, direct and accompany visitors to appropriate personnel, keep visitors log
5. 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
6. Assist visiting missions if required
Clerical/Administrative (50%)
7. Arrange couriers’.screen, sort and process mail for RO staff
8. Scan, copy and send documents
9. May assist with maintaining the archives and filing
10. Depending on RO may schedule appointments for RO staff, maintain appointment diary electronically in MS Outlook
11. Organize conference and meeting room bookings
12. Depending on RO may organize and register drivers working schedules
13. Arrange transportation for the EBRD visitors on request
14. Provide assistance and secretarial back up to support Banker/s if required
15. Depending on RO may be required to provide ad hoc support to the secretaries/administrative staff/Office Manager
16. May be responsible for the maintaining of staff whereabouts schedule
17. May be responsible for checking general RO e-mail and forwarding to the relevant staff member for further action
18. May be entitled to ITC duties
19. Depending on RO may assist with arranging local visas for staff and coordination with the foreign ministry
Knowledge, Skills, Experience and Qualifications
20. Minimum secondary education, university preferred
21. Previous experience in a receptionist / secretarial capacity
22. Familiarity with the use of office equipment, such as fax, photocopiers etc
23. Excellent verbal communication skills with a good telephone manner
24. Good interpersonal skills
25. 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
26. Ability to work on own initiative and take responsibility where necessary and to work as part of a team
27. Multilingual – English plus relevant country of operation language
28. A good phone manner and excellent organisational skills with ability to deal with people effectively
29. Follow the Bank’s policies and procedures
Personal profile
30. Smart and business-like appearance
31. Ability to work to a high standard (and while under pressure)
32. Honest and trustworthy
33. Good time management skills
34. Cultural awareness and sensitivity
What is it like to work at the EBRD?
Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in.
The EBRD environment provides you with:
35. Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
36. A working culture that embraces inclusion and celebrates diversity;
37. An environment that places sustainability, equality and digital transformation at the heart of what we do.