Requisition ID 34326 Office Country Republic of Serbia Office City Belgrade Division Banking Countries of Operations Contract Type Short Term Contract Length 09 months Posting End Date 21/02/2024
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.
Accountabilities and Responsibilities
Reception (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 with a positive, helpful attitude, determine nature of business, direct and accompany visitors to appropriate personnel, keep visitors log;
- Prepare meeting rooms 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;
- Ensure reception area is tidy and presentable;
- Order and distribute office supplies and keep inventory of stock.
Clerical/Administrative (25%)*
- Arrange couriersโscreen, sort and process mail for RO staff;
- Scan, copy and send documents;
- Assist with maintaining the archives and filing;
- Schedule appointments for RO staff when required, maintain appointment diary electronically in MS Outlook;
- Organize conference and meeting room bookings;
- Organize and register drivers working schedules, if needed;
- Arrange transportation and book parking space for the EBRD visitors , on request
- Provide assistance and secretarial back up to support RO staff, if required;
- Provide ad hoc support to the secretaries/administrative staff/Office Manager, if required;
- May be responsible for the maintaining of staff whereabouts schedule;
- Responsible for checking general RO e-mail and forwarding to the relevant staff member for further action;
- May be entitled to ITC duties;
- Perform other ad-hoc administrative duties, if required
Knowledge, Skills, Experience and 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 and written communication skills with a good telephone manner;
- Proficiency in Microsoft Office Suite, 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;
- English and Serbian fluency is required;
- A good phone manner and excellent organisational skills with ability to deal with people effectively;
- Follow the Bankโs policies and procedures.
Personal profile
- Professional attitude and appearance;
- Ability to work to a high standard (and while under pressure);
- Proactive, honest and trustworthy;
- Good time management skills;
- 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:
- 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;
- A working culture that embraces inclusion and celebrates diversity;
- An environment that places sustainability, equality and digital transformation at the heart of what we do.
Diversity is one of the Bankโs core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.