Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ)GmbH

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 2013.