Job Title

Assistant receptionist

Band/Functional Area/PMF Job Group

CCT position

OTE/NOTE

OverTimeElligible

Team

Resident Office, Country Business Group, Banking Department

Responsible to / Line Manager

Administration manager (MRO)

Direct Reports

NA

Location

Almaty Resident Office address Kazybek Bi 41

(schedule 5/7; 09:00-17:00)

Date Prepared

2024

 Section 2 – Purpose of Job

Act as a Receptionist. Greeting visitors and handling incoming telephone calls to the office.

Answer general and direct inquiries as appropriate; Maintain routine administrative procedures

Section 3 – Background

The Assistant’s role is mainly focused on general administrative tasks, providing support to the OM and also high-quality secretarial support to Bankers in the RO. The Assistant works in cooperation with service providers (travel agencies, courier companies, etc.)

  4Section 5 – Accountabilities & Responsibilities

Receptionist/secretary duties

·        Provide administrative support to Bankers;

·        Make logistics arrangements for the RO staff and HQ visitors;

·        Screening and sorting of mail into the order of priority for Bankers, distributing incoming and outgoing mail; and registering all incoming, and outgoing correspondence.

·        Arrange weekly pouch sending to HQ and KZ regions. Manage the office customs clearing procedure.

·        Act as the RO contact for the Ministry of Foreign Affairs for the execution of diplomatic cards, customs clearance, arrange visas/ registration

·        Keeping Drivers’ diaries: arrange online and off-line, internal and external meetings, and assist in the organization of workshops and seminars

·        Manage the RO meeting rooms’ schedule, organizing RO meetings;

·        Photocopying, printing, scanning, and binding documents. Typing of letters, and notifications as requested

·        Make security checks and updates, process UN travel registration

·        Liaise with HQ Administration, IT, and other departments for relevant issues when necessary

Administrative duties

·        · Arranging visa support and KZ accreditation

·        · Making office supply orders;

·        · Business cards ordering;

·        · Coordinate the RO drivers' work

·        · Manage the RO lunches balance book

·        · Assist in the organization of workshops, seminars, and office events

·        · Christmas cards distribution/ contacts database.

·        · Assist in the maintenance of filing and reporting system to ensure easy retrieval of data.

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

 Section 6 – Knowledge, Skills, Experience & Qualifications

Academic Qualifications

·        Higher education

• Fluent in English, with good written and oral communication skills

Experience/Knowledge

·        Secretarial and administrative experience essential

·        Good organizational skills, and a proactive and flexible attitude to work essential.

• Ability to prioritize own work and to work on own initiative.
• Good communication skills, including a pleasant and efficient telephone manner
• Attention to detail and eye for accuracy
• Ability to cope well under pressure
• Ability to build effective working relationships with clients and colleagues in a multicultural environment
• Conscientious, reliable, and flexible with a professional and helpful attitude.
• Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
• Willing to work overtime as and when required, sometimes at short notice.
• Ability to multi-task while remaining calm and professional and a capacity for hard work.
• Excellent interpersonal manner, including tact and diplomacy.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
• Ability to take on responsibility.
• Excellent timekeeper.

Technical Skills

• Computer literate: Windows: Microsoft Outlook, Word, Excel, PowerPoint