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E T Temporary

4 months ago

London, United Kingdom IFC Systems Corporation Full time

**E T Temporary - Receptionist**

**Job #**:

- req22991**Organization**:

- IFC**Sector**:

- Administration/Office Support**Grade**:

- ET1**Term Duration**:

- 1 year 0 months**Recruitment Type**:

- Local Recruitment**Location**:

- London,United Kingdom**Required Language(s)**:

- English**Preferred Language(s)**:
**Closing Date**:

- 6/15/2023 (MM/DD/YYYY) at 11:59pm UTC**Description**

IFC invests in companies on its own account as well as mobilizes capital in the international financial markets, helps clients improve social and environmental practices and also provides technical assistance and advice to governments and businesses.

The IFC London team is looking for a highly organized, energised Receptionist, capable of operating effectively and discreetly in a demanding fast-paced environment, to serve to the WBG London Office. The Receptionist will report directly to the Sr. Office Administrator and will be an essential member of the fast-paced and busy Country Office.-
**Duties and Accountabilities**:

- Greet, welcome and announce guests and vendors as soon as they arrive at the office
- Inform ACS or Staff of visitors’ arrival
- Request visitors to wait in lobby and/or direct to the appropriate meeting room/office
- Tea/coffee service as required- Cover IFC/IBRD switchboard & Monitor IFC London Office Account
- Answer, screen, and forward incoming phone calls- Answer queries, take accurate phone messages and contact details, ensure that messages are routed in a timely manner to the intended recipient- Maintain office security by following safety procedures and controlling access to the office
- Inform building reception of guests
- Handle visitors’ cards, ensure these are returned at the end of the day
- Ensure Covid & Health and Safety protocols are followed- Security Tasks:

- Event monitoring, to include adjudicating and clearing alarms. Bringing up pictures of the people entering spaces such that reception can validate the person using the card is the actual person using it.
- Management of identity and privileges.
- Printing of IDs, enrollment of badges, assignment of access levels and specific doors.
- Report generation- Receive, sort, and distribute daily mail/deliveries. Handle all incoming & outgoing post:

- Regular post
- Weekly pouch
- DHL bookings
- Local couriers
- Keep detailed record of all incoming/outgoing deliveries including charge codes for invoice verification- Maintaining telephone directories up to date, such as London Office directory, Visiting Missions and Events spreadsheets and any others as needed
- Ensure reception area and general office is tidy and presentable at all times
- Ensure Meeting rooms are kept tidy:

- Replenish water bottles, change glasses at the end of a meeting
- Replenish coffee machines with beans/powdered milk/milk as required.- Support Sr. Office Administrator and ACS team in the coordination of Visiting Missions staff, including but not limited to desk bookings, room bookings, office logistics information, issuing Letters of Invitation etc.
- Support Sr. Office administrator and ACS team during Senior Staff Visits as required, including but not limited to room bookings, taxi bookings, preparing rooms for meetings/working lunches, restaurant reservations, ad-hoc tasks, and enquiries etc.
- Hands on support for WBG Office Meetings and Events (greeting visitors, arranging catering in the room, clearing the room etc.)
- Create Permit Requests via the Building Management’s platform to obtain access for vendors as required.
- Support other ACS in ensuring:

- office supplies are well stocked (stationery, kitchen & meeting supplies etc.)
- admin storage and stationery cupboard are tidy and well stocked.- Arrange taxi transportation as and when required.

**Selection Criteria**
- Preferable qualification of Certificate/Diploma in Secretarial studies, Administration or an equivalent combination of education and experience;
- Excellent interpersonal and communications skills and ability to interact tactfully with people of all levels;
- Excellent command of written and spoken English;
- Fluency in other languages are welcome;
- Preferably prior experience in an international corporate environment and/or experience working for an international organisation/embassy;
- Demonstrates positive attitude, willingness and ability to assist teams with any ad-hoc tasks that may come up;
- Excellent interpersonal and communication skills, and ability to interact tactfully with people of all levels;
- Demonstrable team spirit and strong desire to actively contribute to the WBG’s mission and objectives;
- Computer literate (Word, Excel, Outlook, Power Point, Teams, etc.);
- Experience in a busy diverse office environment;
- Makes decisions appropriate to scope of job. Seeks assistance and guidance from others where appropriate and uses own judgment to make timely and sound decisions;
- Works cooperatively and displays an open, helpful attitude toward others a