Date of Closing is 10/16/2023,11:59 p.m. UTC | ET Temporary Receptionist Job Vacancy In Nairobi | World Bank
- Temporary E T (Receptionist)
- Requisition 24562
- Institution: IFC
- Sector: Office and Administrative Support
- Level: ET1
- Term One year and 0 months
- Type of Recruitment: Local Recruitment
- Place: Nairobi, Kenya
- Language(s) required: English
- Favorite Language(s):
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Description
- A highly organized, motivated, and experienced individual is needed by the IFC’s Kenya Country Office to work as an Extended Term Temporary – Receptionist (ETT), headquartered in Nairobi, Kenya, supporting the Country Management Unit.
- As the client’s initial point of contact, the ET Temporary – Receptionist will mostly be in charge of greeting them and offering general assistance with correspondence and information requests.
- Under the general direction of the IFC Country Manager, Kenya Cluster, this job reports to and collaborates closely with the Office Administrator.
Responsibility & Role:
- This entry-level office support position helps ensure that the day-to-day operations of the office function smoothly. The duties of the ET Temporary (Receptionist) may change based on the demands and needs of the office. The management of the reception, courier services, delivery of correspondence, scheduling of videoconferences, and assistance with ad-hoc tasks as needed are among the responsibilities.
- Collaboration with team members at the Kenya Office as well as regular communication with external counterparts like consultants, government representatives, foreign donors, service providers, vendors, and members of the private sector and civil society are all part of the responsibilities.
- Greet guests politely and meaningfully, observing security protocols while you respond to their questions.
- Using the switchboard, provide high-quality telephone service by responding to calls, taking precise messages, and ensuring that they are delivered in a timely manner to the appropriate recipient in a professional, friendly, and efficient manner.
- Manage and report any communication system irregularities.
- Oversees the management of the weekly pouch, courier services, and incoming and outgoing mail while making sure that all mail addressed to the Country Office is properly registered and delivered as soon as possible to the Front Office.
- Gathering invoices for the various courier and mail service providers.
- Gathering vendor tenders and sharing them with the appropriate receiving teams.
- Receive and forward bills to the proper departments, as well as coordinate vendor orders for office supplies and services.
- Arranging the money delivery.
- Keep a current database of all government representatives, donors, UN agencies, non-governmental organizations, suppliers, and other organizations and individuals who are frequently involved in the operations of the country office.
- Keeping up with regular updates to and distribution to staff of the internal office directory that lists staff seating locations, extension numbers, and cellphone numbers.
- Coordinate the booking of several videoconferences and conference spaces.
- Assists in supporting the logistical planning of conferences, workshops, retreats, and educational events, including issuing invites to participants and, as needed, following up on attendance confirmation.
- Act as a fallback for IFC Program Assistants and offer assistance to visiting IFC teams and missions as needed.
- Perform any necessary administrative tasks, including filing.
- Handling and resolving ad hoc requests and tasks (replying to requests needing address inquiries, etc.).
- As assigned, provide general office support to facilitate the efficient operation of the Country Office.
Selection Standards
- A high school graduation is a requirement, however a bachelor’s degree is desirable. You must also have at least two years of relevant experience, or an equivalent mix of education and experience.
- Receptionist experience at a sizable, global, multilingual firm that is comparable to or relevant.
- Expertise with more complex features of programs like Microsoft Office (Word, Outlook, Excel, and PowerPoint).
- Excellent interpersonal and communication skills, as well as the capacity to work well with staff members at all levels.
- Proficient written and spoken English abilities.
- The capacity to write and interpret straightforward letters as necessary.
- A seasoned team player who is fiercely devoted to working as a member of a multidisciplinary team in a highly collaborative atmosphere.
- The capacity to operate with integrity at all times and show respect for opposing viewpoints in order to foster trust among team members, as well as with clients and partners outside the company.
- Promptly and aggressively complies with instructions from the executive assistant.
- Displays excellent professionalism and attention to our clients.
Core Competencies of the World Bank Group
- With a motivated and dedicated team, we take pride in being an equal opportunity and inclusive company that does not discriminate on the basis of gender, gender identity, religion, race, ethnicity, sexual orientation, or handicap.
- Discover more about the World Bank and IFC, our values, and motivational tales.
- The World Bank Group may extend the selected candidate’s appointment for an additional year, with a lifetime maximum ET appointment of three vocational years. When calculating the lifetime limit, an ET appointment that doesn’t last the whole year counts as a full year. Future ET appointments are not available to former or current ET employees who have completed all or a portion of their third-year ET appointment.
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