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Receptionist

Posted 2 months ago by GIZ
Location Erbil Job Type Contract
Salary Sector Service
Responsibilities
The receptionist is responsible for
  • Good impression of the program offices through an organised waiting area
  • liaising with customers in a service-oriented manner on behalf of the programs by personally welcoming visitors and maintaining a high standard in the reception area
  • Maintenance of a good flow of incoming and outgoing communication
  • ensuring incoming and outgoing calls are efficient and uninterrupted
  • daily execution of reception and secretarial services
 
 
Tasks
Reception services
The receptionist
  • Mans the reception area and keeps it presentable
  • Welcomes visitors to the programs and directs them
  • Ensures guests’ comfort by offering them newspapers, refreshments etc
  • Assigns a deputy whenever she/he leaves the desk
  • Manages incoming and outgoing correspondence, including faxes, e-mails, parcels and hand delivered messages on a routine basis
 
Office work and services
The receptionist
  • Establishes and/or updates the index of, and data on, contact addresses, phone/fax numbers, and e-mail-addresses regularly
  • Maintains a log of incoming and outgoing letters, faxes, e-mails on a daily basis
  • Sorts and distributes incoming mail, faxes and other official documents for mailing and collection
  • Organises and takes responsibility for the delivery and collection of documents/parcels from and to government bodies, embassies, post office etc.
  • Organises magazine display
 
Clerical Services
The Receptionist
  • Ensures the availability of necessary office supplies
  • Reports damages of equipment to administration, organises and follows-up the proper maintenance and repair there of
 
Administrative Support
The Receptionist
  • Makes photocopies and scans documents as and when required
  • Compiles and organises information materials
  • Labels files according to GIZ filing system
  • Assists in preparing for meetings and workshops
 
Other Duties/Additional Tasks
The receptionist
  • Assists in and/or carries out other office activities and other tasks, as assigned
  • Undertakes further job training related to his/her position and duties such as secretarial, computer, office, and language skills, if required.
  • performs other duties and tasks at the request of management
 
Required qualifications, competences and experience
Qualifications
  • secondary school education
  • certificate/diploma or similar qualification from a recognised clerical college
 
Professional experience
  • at least 1-3 years’ professional experience in a comparable position
 
Other knowledge, additional competences
  • good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • very good written and oral knowledge of the European language widely used in the country, ideally a knowledge of German, English and Arabic languages
  • politeness and helpfulness in dealing with visitors
  • willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

 

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“The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development with around 16,400 employe...

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Sector Specialisms: Service
Office Location: Erbil, Iraq