Receptionist - Office GIZ

Salary band:

2

Receptionist

Assistant

2A

Job Profile

1. Required qualifications, competences and experience

• Formal Education:                  High School Degree
• Professional Experience:        2 years’ experience in office management and housekeeping

Other knowledge, additional competences

• Arabic native speaker, excellent knowledge of English language written/read
• Work experience in the field of housekeeping and office management
• Excellent Interpersonal skills
• Reliable and trustworthy
• Organized and time management skills
• Detail Oriented
• Ability to work within a team
• Willingness to up-skill as required by the tasks to be performed – corresponding measures are agreed with management.

2. Responsibilities

• Provide companies reception service, personally welcoming visitors and maintaining a high standard in the reception area, liaising with customers in a service-oriented manner on behalf of the German Development Country Office.
• Performing permanent reception and secretarial services during open hours.
• Reception and register of invoices and any kind of company related documents and deliveries.
• Coordinate messenger services and driver activities.
• Coordinate and support in all tasks of floor managing, including visitor attendance, cleaning.

3. Tasks

1- Reception services and Phone Calls

• Reception of visitors, checking Corona measures, inform the person to be visited and guide visitors -according to instruction- to the meeting room
• Reception and forwarding phone calls according to internal policies

• Reception, register and forwarding incoming documents and deliveries according to internal policies
• Coordinate outgoing documents and deliveries to/from the post office, government institutions, embassies etc. according to internal policies
• Ensure updating of companies contact and address list
• Sending and receiving tender offers according to internal instructions

2- Floor Management

• Coordinate booking of meetings rooms.
• Order food and drink (coffee breaks, lunch, etc...) for meetings.
• Coordinates arrange needed setup of meeting rooms
• Coordinate and support visitor attendance and reception area and meeting rooms
• Update inventory of office and cleaning material – prepare bi-monthly order of material
• Coordinate and support clean and free transit areas in the reception area and all office installations.
• Coordinate and support refill of toner and printer paper, as well as sanitary supplements
• Coordinate and support cleaning of common areas
• Reporting to line manager any kind of faults in reception area or reported from office colleagues and coordinate – according to internal policies – problem solutions
• Ensuring logistics in case of meetings or/and workshops
• Performance of small procurements according to instructions (supermarket, office supplies, etc.)