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Receptionist / Office Manager

Posted 9 months ago by GIZ
Location Erbil Job Type Permanent
Salary Sector Administration, Service
A.Responsibilities
The receptionist is responsible for
  • liaising with customers in a service-oriented manner on behalf of the Migration Advice Centre (MAC) 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
  • possibly dealing with Emails
  • ensuring incoming and outgoing calls are efficient and uninterrupted
  • performing reception and secretariat services on a daily basis
     
B.Tasks
1.Phone and reception services
The receptionist
  • answers and accepts phone calls and messages and/or forwards them
  • maintains a call back 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.
 
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
  • orders missing office equipment and supports the well-functioning of the MAC
 
3.Other duties/additional tasks
The receptionist
  • performs other duties and tasks at the request of management
 
C.Required qualifications, competences and experience Qualifications
  • secondary school education
  • certificate/diploma or similar qualification from a recognised 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 English and ideally Kurdish (Sorani) and Arabic.
  • 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