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Home > Jobs > Employment Opportuni... > Administrative/Support


The successful candidate will provide administrative and operational support to all teams working on his/her unit’s portfolio.  The job implies frequent interaction with other VP Units, IFC, MIGA and other institutional units, staff in other locations (locally and internationally), Government officials, consultants and external organizations.

Reception
a)	Operating the telephone switchboard system and managing phone calls at the reception area, directing incoming calls to the appropriate staff and taking messages when required; 
b)	Assisting visiting mission staff with making calls as may be required
c)	Welcoming and answering queries from visitors/clients/visiting mission staff and providing them with necessary information/literature when possible. S/he directs visitors to proper offices when needed and as per established procedure; 
d)	Maintaining neat and tidy appearance of reception area;
e)	Courier services: handling the  diplomatic pouch and processing Country Office  incoming and out going mail;
f)	Distributing periodicals, newspapers and, from time to time incoming mail reports.
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment.

Duties and Accountabilities

a)Maintaining/updating regularly a data base of CO Contact list and CO Directory list, including ministries, agencies, hospitals, hotels, embassies etc and arranging for its distribution at regular intervals;
b)Greeting and issuing the welcome package for visiting mission staff;
c)Ensuring the maintenance of the visiting mission area; the conference room(s) and other designated offices by ensuring that the areas are in good and orderly manner; set up with the basic office supplies; current information on VC etc;
d)Coordinate the office supplies and stationery 
e)Performing any other office tasks as assigned by the supervisor

Selection Criteria

o	HND or Bachelors degree in Secretarial studies, Office Administration, Communication or any relevant business discipline. 
o	At least 2 to 3 years direct relevant experience in a large international or multinational or corporate or public service organization;
o	Good English language skills (verbal and written) and working knowledge of relevant computer software, particularly Word, Excel, Internet;
o	Excellent phone etiquette, coupled with ability to take comprehensive and accurate phone calls/messages, ensuring they are routed in a timely and efficient manner to the proper destination;
o	Good team player with ability to interact tactfully and affectively with staff at all levels;
o	Willingness to seek assistance from supervisor(s)/colleagues and learn from them;
o	Ability to deal accurately and complete tasks according to specific standards;
o	Ability to function effectively in multi-disciplinary teams within a matrix management environment.
o	Ability to follow through on work priorities, and respond creatively to client requests.
o	Demonstrated interpersonal skills, initiative, resourcefulness, effective time management, organizational skills and ability to handle confidential information.
o	Ability to solve simple routine problems/constraints.

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