Receptionist

The Community of Democracies is a global intergovernmental coalition of states, founded in the year of 2000 to bring together governments, civil society and the private sector in the pursuit of
a common goal: supporting and strengthening democratic norms, practices and institutions around the world.

The receptionist will be assigned to administrative and clerical work at the office of the Permanent Secretariat of the Community of Democracies (PSCD), based in Warsaw.

As the first face to be seen – or voice to be heard, the receptionist reflects the image and culture of the PSCD. She or he enhances the staff's effectiveness by providing information support, and helping to ensure that the office's physical needs are met.

Role

The receptionist provides front desk reception and administrative services. Additionally, this employee is responsible for switchboard operator service, directing calls as appropriate and keeping all telephone directories up to date.

Responsibilities

• Welcome guests by greeting them in person or on the telephone;
• Answer or direct inquiries on the telephone;
• Manage the meeting rooms' calendars;
• Offer beverages and other assistance to guests;
• Manage incoming and outgoing correspondence and deliveries with couriers;
• Arrange office accessories and decorations;
• Run office errands;
• Maintain office supply inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipts for supplies;
• Office management, procurement and related budget;
• Coordinate facility services, including office space-related services and maintenance;
• Contact suppliers and contractors to meet facility and office needs;
• Perform other duties as required by the supervisor.

Qualifications

• Minimum of 1-2 years of relevant professional experience in a similar role;
• Experience in planning and coordinating meetings;
• Professional fluency in Polish and English;
• Computer literacy;
• Friendly disposition;
• Knowledge of protocol is a strong advantage.

Contract conditions

This position is based in Warsaw at the Permanent Secretariat of the Community of Democracies. The position is full-time. The proposed salary will depend on the candidate's professional experience.

The position is full time. The proposed salary will depend on the candidate's professional experience.