• Job #: req29421
• Organization: IFC
• Sector: Administration/Office Support
• Grade: GA
• Term Duration: 3 years 0 months
• Recruitment Type: Local Recruitment
• Location: Dakar,Senegal
• Required Language(s): English
• Preferred Language(s):
• Closing Date: 10/2/2024 (MM/DD/YYYY) at 11:59pm UTC


Description
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. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet. For more information, visit www.ifc.org.
The international Finance Corporation (IFC), the private sector arm of the World Bank Group, in Dakar, Senegal is seeking to recruit a dynamic, outgoing, organized and suitably qualified candidate to fill the post of Receptionist.
Duties and Accountabilities
Reception and office administrative support
• Provide a high-quality telephone service (the switchboard) – answering queries, taking accurate phone messages and ensure that they are routed in a timely manner to the intended recipient and in an efficient, pleasant and effective manner.
• Receive correspondence, documents, papers, messages, newspapers and magazines arriving at the reception desk and carry out tasks for their proper delivery/forwarding to staff members, file room or other designated area in the office.
• Received/dispatch diplomatic pouch, keeping proper records. Monitor pouch request form entries, make and submit monthly pouch reports to the Administration Unit.
• Compose routine letters and replies based on general instructions.
• Identify and admit all visitors arriving at the reception desk and provide support and direction as needed.
• Maintain an updated list of contacts list (cell, home phone) and distribute monthly.
• Updating visiting missions staff list on a daily basis
• Assists internal and external clients with general inquiries and/or provides guidance.
• Supports logistics coordination for conferences, workshops, retreats, learning events, send invitations to participants and follow up on confirmation of attendance as necessary.
• Maintain an up-to-date database of Government Officials, Donors, UN agencies, Non-Governmental
• Organizations, vendors and other institutions and persons regularly associated with the work of the Country Office.

• Ensure a neat and tidy appearance of reception and waiting area.
• Manage leave/training/mission schedules using basic keyboard and word processing skills, circulate weekly to staff to the Country Team.
• Manage the office cars and fleet and coordinate drivers schedules.
• Keep control of visiting mission and ensure that the appropriate team assistant (TA) and Executive assistant (EA) are aware of the mission/visit.
• Provide general office support as required and assigned to ensure the smooth functioning of the Country Office.
• Process the necessary government clearances, licenses, inspections, registrations and insurance in compliance with local regulations. Handling visas processes, custom clearances, fiscal, and other office or staff matters relating to the government. Coordinate with the Ministry of Foreign Affairs regarding all protocol matters (notably diplomatic office cars, required arrangements for high level visitors; Residency papers; Visa application; vehicle importation).
• Assist in the Hiring and managing of local temporary support staff.
• Maintaining various internal administrative and security guidelines and reports.
• The OA will work in close collaboration with IBRD Resource Management and Administration staff on several processes relating to building /facilities, and administration issues pertaining to the co-location of IFC and IBRD offices.
• Provide back-up support to other ACS staff as needed.


Selection Criteria

• High School Certificate, with a minimum of 2 years’ experience as a receptionist
• Ability to take initiative and to run the reception area with commendable professional skills.
• Outstanding interpersonal skills to interact effectively with a range of contact internally and externally and deal effectively with diverse situations which require good judgment, tact and diplomacy.
• Proven ability to work effectively in a team-oriented, multicultural environment, and function as an effective team member.
• Excellent attitude towards work in a constantly changing environment.
• Strong written and verbal communication skills to prepare/draft communications and ensure quality of written outputs.
• Ability to prioritize work, handle multiple tasks simultaneously and distribute time effectively.
• Proficiency in using basic computer applications; knowledge of Bank policies and procedures would be an advantage but not a requirement.
• Demonstrated ability to produce high-quality work under pressure.