Receptionist (RO)

Requisition ID 35233 Office Country Poland Office City Warsaw Division Banking Countries of Operations   Contract Type Fixed Term  Contract Length 2 years  Posting End Date 11/12/2024 

 

 

 

 

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.

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.

 

Background 

 

The Receptionist role in the organization is important as they present the first impression of the Bank to clients and visitors. As this first point of contact for the Bank, the Receptionist needs to have a corporate approach and be experienced and able to work in a demanding environment - with a calm and measured approach.

 

Working in coordination with the rest of the Staff the Receptionist ensures a smooth operation of the office and reports to the Office Manager or Deputy Head of Office.

 

Scale

 

Interfaces with internal staff and external clients

 

Accountabilities & Responsibilities 

 

 

Reception (min. 75%)

• 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;
• Offer refreshments to guests/ visitors;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 (up to 25%)

• Arrange couriers’ screen, sort and process mail for RO staff;
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• Depending on RO may schedule appointments for RO staff, maintain appointment diary electronically in MS Outlook,
• Organize conference and meeting room bookings;
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• 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

 

Knowledge, Skills and expereience

 

• Minimum secondary education, university preferred;
• Previous experience in a receptionist / secretarial capacity;