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SalaryReceptionist & Events Assistant
The World Bank is an international institution which provides financial and technical assistance to governments to support economic growth and poverty reduction in developing countries. The Bank’s work in Papua New Guinea and the Pacific is managed by an office in Sydney.
The Pacific Islands Country Management Unit covers twelve member countries including Kiribati, Fiji, Federated States of Micronesia, Marshall Islands, Palau, Papua New Guinea, Samoa, Solomon Islands, Tonga, Tuvalu, and Vanuatu.
The Receptionist & Events Assistant will manage the front desk and assist teams on events, and will report to the Portfolio & Operations Manager.
This is a short-term temporary position with the possibility of extension based on performance.
Duties and Responsibilities
General
Monitor reception inbox and respond to queries
Manage incoming and outgoing mail, deliveries and courier services
Answer incoming calls and take messages as required
Perform general administrative tasks, such as photocopying and filing
Maintain a clean and organised front desk area
Maintain reception files including the reception manual
Updating relevant sections of the Pacific intranet page
Provide support to other team members as needed
Liaise with various project teams, country offices, other institutional units, and external stakeholders (government officials, consultants, external organizations) as required
Visitors & Guests (Visiting Missions)
Assist guests and visitors as required
Regularly update the visitor schedule
Assign temporary desks/offices/access keys to visitors
Events
Assist with the organization of meetings and events
Liaise with travel agents, visa offices and vendors
Assist with meeting room set up as required
Monitor and order event supplies
Manage event registrations and attendee communications, including confirmation emails and answering queries
Monitor event timelines and ensuring all tasks are completed on schedule
Provide on-site support during events, which may include greeting guests, directing attendees, and handling any issues that arise
Additional ad hoc administrative tasks
Office Facilities
Manage and maintain the seating floor plan
Act as the point of contact to office cleaners
Coordinate and liaise with contractors on office repairs
Ensure the kitchen and meeting areas are clean and tidy
Monitor office supplies across three floors
Order stationery and kitchen supplies
Ensure all office storerooms are clean and organised
Security
Act as the country office security focal point
Keep abreast of office emergency procedures
Participate in staff security and safety briefings as required
Selection Criteria
- High school certificate with 2 years of experience
- Committed team player with demonstrated excellent inter-personal skills and ability to work effectively in a multi-cultural environment
- Effective time management and organizational skills and ability to produce high quality work under pressure
- Demonstrated initiative and resourcefulness
- Excellent knowledge of Microsoft Word, Excel, Outlook and PowerPoint
- Ability to efficiently respond to requests for information via different platforms (phone, email, instant messaging)
- Ability to become proficient in the Bank’s record management system and online filing procedures
- Ability to retrieve reference materials from various sources (e.g., databases or other filing systems)
- Ability to adapt to changing business needs by continuous learning/training
Competencies
- Strong team player and willingness to get the job done
- Strong organizational and problem-solving skills, and ability to work competently with minimal supervision
- Excellent knowledge of Microsoft Word, Excel, Outlook and PowerPoint
- Ability to manage multiple tasks and display good time management skills
- Flexibility and adaptability
- Has the ability to organise own work and to complete assigned tasks within agreed timeline
Applications close Monday 29 April.
The candidate must have legal rights to work in Australia.
