E T Temporary
Job #: req11677
Organization: IFC
Sector: Other
Grade: ET1
Term Duration: 1 year 0 months
Recruitment Type: Local Recruitment
Location: Beijing,China
Required Language(s): English
Preferred Language(s): Closing Date: 4/28/2021 (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 in developing countries. In fiscal year 2020, we invested $22 billion in private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity. For more information, visit www.ifc.org
The Receptionist/Administrative Assistant reports to the Office Administrator and supports in the day to day running and operation of the country office. The incumbent is expected to ensure that the administrative processes, travel coordination, protocol arrangements, security and facilities generally in the Beijing office are running smoothly, continuously and efficiently at all times and that lapses are promptly brought to the attention of appropriate IFC staff for immediate resolution. The duties and responsibilities of the incumbent will include, but are not limited to the following:
Duties & Responsibilities:
Front Desk Duties
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Cover office reception desk to answer and screen telephone calls, direct such calls to the appropriate staff and respond to routine inquiries; Greet visitors and direct them to appropriate staff, answer questions from visitors and provide information as required;
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Handle incoming and outgoing faxes, mails, couriers and pouches, and ensures timely dispatch and appropriate distribution of messages and mails; Operates copier and fax machines and ensures adequate office supplies;
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Process visa invitation letters and facilitate critical visa issues; Work as focal point to explain IFC visa status to the embassies;
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Issue Access Cards to eligible staff, consultants and visitors and keep an updated record in the system;
Manage Office Facilities
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Coordinate to ensure the cleaning service of workstations, pantry, meeting rooms, public area within the office;
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Coordinate to make sure necessary office supplies including stationery, accessories for office equipment to be filled in time and at a moderate stock necessary for daily operations of the office; Purchase office supplies, furniture and necessary equipment for the facilities in accordance with internal policy on procurement; Manage the inventory list for the office supplies;
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Ensure facility equipment (lights, automatic doors, signs, air-conditioners etc.) are in working condition and coordinate with related supplier/vendor for replacement/repair; Involve in the repair/renovation project of the office;
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Administer daily office admin service contracts and manage vendors/suppliers to make sure WB/IFC standards and interests are met;
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Verify monthly bills for office supplies and admin services including electricity, cleaning, courier, drinks, newspapers, trees, telephone/mobile, stationery, security, transportation, maintenance services, and etc.
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Coordinate with Landlord on some public notices/office issues/parking slots payment;
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Processes custom clearance;
Vehicle Management
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Work with office administrator to assign task to the drivers and guide them to keep a proper vehicle logbook;
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Administer the supply of gasoline for office car (contract for gasoline supply and replenishment) and the insurance for office car;
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Coordinate with the drivers on security check of the vehicles in compliance with WBG road safety standards;
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Keep record on validity of drivers' license and license to drive diplomatic cars;
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Supervise drivers to arrange for car repair/maintenance/check schedule in compliance with WBG road safety standards;
Manage Office Fixed Asset
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Conduct physical check of the office fixed assets on demand as requested by Finance team;
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Carry out the disposal of unused/broken assets in accordance with WBG policy; Office Security and Business Continuity Plan
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Update office BCP, calling tree and EMT chart
Relocation Service for Expat Staffs
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Assist expat staffs and their family in the process for relevant issue of protocols (visa, registration/extension/renewal of residence, shipment of personal household effect...) throughout their terms of assignment) Office Events & Activities
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Organize internal office meetings/events, staff hospitality;
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Involve in other organization of events/meetings of high levels / VIP visits;
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Back up for other ACS staff as required; and other task assigned by the Office Administrator.
Selection Criteria
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Minimum of high school diploma;
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At least 3 years years of administrative work experience;
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Fluency in spoken and written English and Chinese;
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Good knowledge of office procedures, excellent typing ability and knowledge of modern office technology;
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Knowledge of computer, word processing and Microsoft Office software applications;
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High degree of initiative, flexibility and judgment;
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Ability to work with minimum supervision, establish priorities, assume responsibility and work to meet deadlines;
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Ability to work overtime if and when required;
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Good interpersonal skills, very good organizational skills.
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.
Poverty has no borders, neither does excellence. We succeed because of our differences and we continuously search for qualified individuals with diverse backgrounds from around the globe.
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