前台行政（5-month Temporary）

The Receptionist 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:
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 or meeting room, answer questions from visitors and provide information as required.
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.
Issue Access Cards to eligible staff, consultants and visitors and keep an updated record in the system.
Coordinate to ensure the cleaning service of workstations, pantry, meeting rooms, public area within the office.
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.
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.
Administer daily office admin service contracts and manage vendors/suppliers to make sure WB/IFC standards and interests are met.
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.
Coordinate with Landlord on some public notices/office issues/parking slots payment.
Processes custom clearance.
Work with office administrator to assign task to the drivers and guide them to keep a proper vehicle logbook.
Administer the supply of gasoline for office car (contract for gasoline supply and replenishment) and the insurance for office car.
Coordinate with the drivers on security check of the vehicles in compliance with WBG road safety standards.
Keep record on validity of drivers’ license and license to drive diplomatic cars.
Supervise drivers to arrange for car repair/maintenance/check schedule in compliance with WBG road safety standards.
Organize internal office meetings/events, staff hospitality.
Be involved in other organization of events/meetings of high levels / VIP visits.
Back up for other ACS staff as required; and other task assigned by the Office Administrator.
Requirement & Qualifications:
Minimum of bachelor’s degree or equivalent training and experience, working and studying in an English language environment a plus.
A couple of years of administrative work experience a plus.
Fluency in spoken and written English and Chinese.
Good knowledge of office procedures, excellent typing ability and knowledge of modern office technology.
Knowledge of computer, word processing and Microsoft Office software applications.
High degree of initiative, flexibility and judgment.
Ability to work with minimum supervision, establish priorities, assume responsibility and work to meet deadlines.
Ability to work overtime if/when required.
Good interpersonal skills, very good organizational skills.