Receptionist/Team Assistant

Job description

The Receptionist/Team Assistant will provide support to other staff, and is expected to be able to undertake diverse and complex assignments with minimal supervision and resolve competing demands, demonstrate good organizational skills, plan and prioritize own work and work of internal clients.

The Receptionist/Team Assistant will provide support to other staff, and is expected to:

• Provide assistance to the Budget, Performance Review and Strategic Planning Team:
• copying/scanning invoices and stamping with "paid" stamp;
• preparing VAT claims - entering data into excel spreadsheet and reconciling with SAP lists;
• calculation of  Country Manager's (CM) utility  expenses (needed  for calculation of refund amount);
• preparation of documents (numbering invoices) for submission to the Ministry of Foreign Affairs on a quarterly basis;
• shredding accounting documents older than 7 years;
• UPI requests for new staff, STT/STCs,  travelers and honoraria recipients: collecting documents  from  candidates  including responses  to  "conflict  of  interest  questionnaire", submitting requests on line accompanied with downloaded passports/ID and certificate letters signed by the CM;
• Annual inventory of both regular assets and IT equipment: physical count and reconciliation with excel spreadsheet data, collecting inventory # of items declared for disposals;
• checking cellular phone bills/calculation of personal calls;
• other ad hoc tasks.
• Provide support to IFC, MIGA and ICSID:
• Coordinating schedules of meetings during missions,
• Assistance in drafting and distributing a variety of routine documents;
• Making travel arrangements;
• Managing the flow of documents;
• Supporting the Teams in everyday demand situations;
• Editing and formatting of reports;
• Organizing various high level conferences and workshops, preceded by procurement of goods and services (local hotels, travel agencies, event companies);
• Filing documents in WBDocs.
• Handle Receptionist's duties:  mail, pouch, incoming outgoing fax, correspondence and press distribution,  answering  and  phone screening,  forwarding  messages  and  assisting  the  WB clients at the front desk as the first point of contact.
• Provide   back-up   support   to   the   Communications   Team, Macroeconomics   &   Fiscal Management Team, Trade & Competitiveness Team and Poverty and & Equity Team.

Requirements

The position requires a high school diploma, with a minimum of 2 years of relevant experience in a similar position, superior technical skills (including proficiency in using Microsoft Office), first-rate interpersonal and communication skills (fluency in spoken and written English and Polish), ability to work independently and in a team.

The selected candidate will be offered a 4 month appointment with possible extension for 6 more months.