Receptionist and Office Manager
Note to applicants:
- Interested candidates are kindly requested to send their application/motivation letter and CV per email to Recruit.Lebanon@giz.de
- The subject line of the application should clearly indicate the vacancy applied for "Reception & Office Manager - Office"
- CVs and motivation letters that are in the form of IMG, pictures, screen-shots, and links will not be accepted.
- Only shortlisted candidates will be contacted.
- Starting date: as soon as possible.
- GIZ is committed to gender balance and diversity without distinction as to race, sex, or religion, and without discrimination against persons with disabilities. Remuneration will be in accordance with the candidate's qualification, experience, as well as the scope of responsibility for the job announced and in line with local standards.
- Note: GIZ will send feedback only to the candidates that are shortlisted and interviewed in person - after a final decision on recruitment is taken - within one month time from the deadline mentioned in the vacancy announcement
Salary band:
2
Assistant
2A
Receptionist and Office Manager
Job Profile
- Required qualifications, competences and experience
- Formal Education: High School Degree
- Professional Experience: 2 years’ experience in office management and housekeeping
Other knowledge, additional competences
- Arabic native speaker, excellent knowledge of English language written/read
- Work experience in the field of office management and housekeeping
- Excellent Interpersonal skills
- Reliable and trustworthy
- Organized time management skills and detail riented
- Ability to work within a team
- Willingness to auto up-skill as required by the tasks to be performed
- Responsibilities
The position holder is responsible for
- Customers attention in GIZ Country office by providing a professional phone service, personally welcoming culture and maintaining a high standard in the reception area.
- Assuring permanent reception and secretarial services during GIZ Country Office working hours.
- Registration of incoming and outgoing documents
- Supervision of messenger service and cleaning
- Managing office and print materials (stock, order, refill printer, …)
- Managing workshop material (Pinboards, ZOPP-boxes, Flipchart, ZOPP Material)
- Control and monitoring inventory assets handed to GIZ-Employee
- Coordinating meeting rooms and hot desk in IFP Building
- Managing office occupation by projects in IFP-Building
- Monthly report to finance department cost distribution key
- Providing service travel related assistance (Tickets, hotel reservation, transport, etc.) for GIZ Country Office colleagues and visitors.
In this context, the position holder fulfils the following tasks:
- Tasks
- Phone and reception services
The position holder is responsible:
- Answers and accepts phone calls and messages and/or forwards them
- Registers, documents and organizes incoming and outgoing documents
- Reports on any technical faults in country office and coordinate repair and maintenance
- Office work and services
The position holder is responsible:- Ensures creation and/or regular updating of a list of contacts and addresses
- Register and distributes incoming documents according to instructions from all units in Country Office.
- Register and coordinating documents and packages to/from the post office, government institutions, embassies etc.
- Coordinates reservation of meeting rooms and office spaces in the building
- Monthly report to finance unit of office distribution in IFP Building
- Coordinate catering and attention of meetings according to manager request
- Coordinate messenger services and driver
- Control car logbook, car insurance (local and in HQ), maintenance cost and fuel consumption (monthly)
- Request Air tickets with travel agency according to request
- Translating general or legal documents and letters for the office and the projects upon request
- Procurement support
The position holder is responsible:
-
- Follow up incoming offers in the giz-quotation mailbox and prepare protocols for procurement unit up request
- Collecting tender documents and assist procurement unit in tender meetings
- Other duties/additional tasks The position holder is responsible:
- Assistance (with mandatory GIZ trainings, working hours, time sheets and leave request) for non-English speaking colleagues in Country Office
- Supporting with annual GIZ inventory in physical checkup and labelling according to instructions
- Taking minutes of the office meetings upon request
- Performs any other duties and tasks at the request of the management
Description: The wide range of services offered by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH are based on a wealth of regional and technical expertise and on tried and tested management know-how. We are a German federal enterprise and offer workable, sustainable and effective solutions in political, economic and social change processes.
Most of our work is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). However, GIZ also operates on behalf of other German ministries and public and private bodies in Germany and abroad. These include governments of other countries, the European Commission, the United Nations and the World Bank. We are equally committed to helping our clients in the private sector attain their goals.
We create prospects for people and with people. As GIZ has an international mandate, we offer a multicultural working environment. We are committed service providers and dedicated professionals, even under difficult circumstances. We take pride in enabling our employees to develop their professional and personal skills. There are plenty of reasons to join our motivated team – ranging from the diverse challenges you will face on a daily basis in one of our 130 partner countries, to the broad scope you will have for shaping your work.
NOTE:
Daleel Madani, the civil society network, serves as a platform for organisations to post their professional opportunities, but is not involved in the recruitment process. The hiring organisation is solely responsible for the job and candidate selection.
- Lebanon
- Beirut