Receptionist/ Facility Officer

B.   Responsibilities The position holder is responsible for: liaising with customers in a service-oriented manner on behalf of the related GIZ projects and providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area dealing with phone calls for the related GIZ projects, sending/receiving fax/scanning/photocopying operating and handling the answering machine appropriately and changing the modes of machines according to holidays and official working hours including changing the main message on the machine when needed. ensuring incoming and outgoing calls are efficient and uninterrupted performing reception and secretariat services on a daily basis maintaining good impression of the reception area, an organised waiting area, courtesy and assistance to visitors keeping printed materials/magazines in the entrance area organized managing, coordinating, and monitoring the availability of meeting rooms and updating the related calendars (including invoices related to meeting rooms coordination according to GIZ rules and regulations, translation of invoice) maintaining the daily attendance of project colleagues in the premises, organizing and setup new comers coordination of service and cleaning staff assisting other colleagues as needed in carrying out other office work on request providing relocation services by erecting or dismantling and transporting furniture and assembling Metaplan boards, notice boards, calendars, wiring for desks, supporting and planning remodelling and renovation work handling the full administration of lease and sublease contracts related to the floor (location) where GIZ projects are residing in the building and calculates the relevant invoices monitoring consumption and prepare the needed data handling the maintenance of the premises coordinating (incl.monitoring working hours and timesheets) the work of the cleaning and service Staff handling the actual percentage distribution costs of the premises (electricity/telephone/water/heating/air-conditioning/cleaning staff/cleaning material and all related costs introducing new project tenants into the premises operations including handling telephone system documenting all processes and handle the related electronic and manual filing in line with GIZ Rules and Regulations