The Deutsche Gesellschaft fuer Internationale Zusammenarbeit
(GIZ)GmbH is a German international cooperation enterprise for sustainable
development with worldwide operations.
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 organizes 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)
- is responsible for sorting, registering, distributing and accepting fax (outgoing and incoming), documents/invoices and packages to/from the post office, government institutions, embassies etc.,
- is responsible for distributing and registering mobile and satelite phone bills
- is responsible for ordering office stationeries and preparing greeting cards in any occasions
- is arranging meals during office meeting/ event
- is responsible for delivery documents and ensure that recurring bills of courier ( TIKI and DHL) are paid on time
- is responsible to keeping up to date the info portal of Internal Service dept on DMS
- ensures periodicals are put out
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 clerical 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 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
Duty station : Jakarta
Kindly send your comprehensive resume to recruitment-indo@giz.de
with RECEPTIONIST
as
email subject, by
27 October 2013.
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