Title Receptionist
Location: Erbil
A. Responsibilities
The receptionist is responsible for
▪ liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area
▪ dealing with phone calls related to GIZ
▪ ensuring incoming and outgoing calls are efficient and uninterrupted
▪ performing reception and secretariat services on a daily basis
The receptionist performs the following tasks:
B. Tasks
1. Phone and reception services The receptionist
▪ answers and accepts phone calls and messages and/or forwards them
▪ maintains a callback list of all incoming calls which cannot be taken by the relevant staff member
▪ operates the answering machine appropriately
▪ registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages)
▪ ensures deputisation for other staff members
▪ ensures that visitors are comfortable by offering newspapers, refreshments etc.
▪ records data in control records
2. Office work and services The receptionist
▪ ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)
▪ sorts and distributes incoming correspondence (email, fax, other official documents)
▪ is responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc., and is responsible for these
▪ ensures periodicals are put out
3. Financial services The receptionist
▪ Supports prepares transfers and/or other bank documents and checks these before execution
▪ prepares all incoming invoices for Invoice Check
▪ supporting in filing financial administration documents and treating information confidentially
▪ compiles data from supplier’s invoices and supporting documents to verify accuracy of billing data and to ensure receipt of items ordered, using calculator and computer
▪ compares invoices against purchase orders and shipping and receiving documents to verify receipt of items ordered.
4. Other duties/additional tasks The receptionist
▪ performs other duties and tasks at the request of management
C. Required qualifications, competences and experience
Qualifications
▪ university degree in finance, accounting or similar fields
▪ accounting and finance experience/background is preferable
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)
▪ in-depth knowledge of accounting software is an asset
▪ very good written and oral knowledge of the European language widely used in the country, ideally a knowledge of German
▪ politeness and helpfulness in dealing with visitors
▪ willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
