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Duties and responsibilities:
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Responsibilities
The receptionist is responsible for
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liaising with GIZ staff, visitors in a service-oriented manner on behalf of the Director GIZ office by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area for GIZ Office Director
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dealing with phone calls related to GIZ Director Office
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ensuring incoming and outgoing calls are efficient and uninterrupted
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performing reception and secretariat services on a daily basis
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Tasks
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Phone and reception services
The receptionist
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answers and accepts phone calls and messages and/or forwards them CD.
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maintains a call back list of all incoming calls which cannot be taken by the relevant staff member
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operates the answering machine appropriately
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registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages, invoices, tender documents)
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ensures that visitors are comfortable by offering newspapers, refreshments etc.
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Office work and services
The Office Manager
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ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)
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sorts and distributes incoming correspondence (email, fax, other official documents)
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is responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc., and is responsible for these,
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Other duties/additional tasks
The Office Manager
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performs other duties and tasks at the request of management
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Minimum Qualification, Skills and Experience Required:
Qualifications
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At least secondary school education
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certificate/diploma or similar qualification from a recognised clerical college or higher
Professional experience
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at least 1-3 years’ professional experience in a comparable position
Other knowledge, additional competences
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good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
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very good knowledge of Arabic and English, ideally a knowledge of German
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politeness and helpfulness in dealing with visitors
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willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
Please note that any tasks and responsibilities carried out by the Office Manager are subject to change at the request of management.
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