The Deutsche Gesellschaft fuer Internationale Zusammenarbeit
(GIZ)GmbH is a German international cooperation enterprise for sustainable
development with worldwide operations.
GIZ Office Jakarta (GOJ) is looking for 1 (one) qualified “Receptionist”
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 2014.
