E T Temporary (req19623)

IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2022, IFC committed a record $32.8 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises. For more information, visit www.ifc.org.

IFC’s Jordan office is seeking to recruit a highly motivated hiring an Extended-Term Consultant (ETT) – Receptionist to provide effective and efficient administrative support to the assigned country team. This role will contribute to the effective operation and administrative coordination of the team in the assigned department and should be ready to step up to undertake new responsibilities and challenges with enthusiasm.

The receptionist will be working under the supervision of IFC Jordan Office Administrator, the Program Assistant will provide a range of executive support functions, to include administrative management and coordination, also quality assurance (i.e. documents, processes, etc.).

Duties and Responsibilities:

• Receive visitors and answer queries in a polite and meaningful manner also ensure security procedures are followed
• Receive and respond to incoming telephone calls. Liaise between the external community and the relevant units. Handle and report any anomalies in the communication systems.
• Check and verify telephone bills and segregate records of official and personal calls;
• Manage service portal for transportation request from Staff for various official purpose.
• Allocate duties to drivers and messengers as per requirements.
• Maintain leave & attendance record for drivers and messengers and monitor their Overtime
• Handle incoming mails & documents by couriers and diplomatic pouch and ensure quick and timely distribution of these mails.
• Prioritize and sort mail for dispatch by couriers and pouch. Maintain and update log for confirmation of delivery and payments etc. Also verify invoices when received.
• Maintain directory of names and addresses of staff, relevant businesses and individuals & emergency contacts
• Coordinate for payment of courier, telephone and utility bills. File relevant documents and bills.
• Carry out full range of office support work, including executing processes and monitoring schedules related to their team's/unit's products and tasks
• Maintains up to date project and other files in the official repository of the World Bank Group.
• Draft routine correspondence materials, using proper grammar, punctuation and style.
• Logistical support for various events, e.g. conferences, workshops, negotiations, etc,.
• Airport pickup and drop off arrangements for visiting missions, when needed (office cars, vendor cars, Tekram Airport Services – meet and greet service).
• Carry out any other work as instructed by Supervisor

Accountabilities:

• Coordinate schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.
• Prompt and polite flow of incoming and outgoing phone calls
• Smooth transportation for staff, VIPs, Headquarters staff, as appropriate and within guidelines
• Effective security with respect to visitors
• Resolve issues on a timely basis, escalation matrix followed when required.
• Good and effective relationship with NDO driver and messengers

Selection Criteria

• High school diploma with 2 years of relevant experience or equivalent combination of education and experience. Bachelor's degree is preferred.
• Strong Communication skills in English & Arabic.
• Should be proficient in MS Office – Word, Excel and Power-Point.
• Excellent communication skills, inclusive of voice modulations
• Inter-personal skills of high caliber.
• Knowledge of relevant Bank procedures and operations
• Ability to cope effectively with pressure and competing priorities
• Ability to inter-relate effectively with staff at all levels
• Initiative and resourcefulness in solving problems and responding to multiple work demands.
• Knowledge of internal administrative systems and of the World Bank organization structure and personalities.

World Bank Group Core Competencies

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.

Note: The selected candidate will be offered a one-year appointment, renewable for an additional one year, at the discretion of the World Bank Group, and subject to a lifetime maximum ET Appointment of two years. If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maximum. Former and current ET staff who have completed all or any portion of their second-year ET appointment are not eligible for future ET appointments.

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