E T Temporary- Receptionist

Job #: req23339

Organization: IFC

Sector: Administration/Office Support

Grade: ET1

Term Duration: 1 year 0 months

Recruitment Type: Local Recruitment

Location: Sao Paulo,Brazil

Required Language(s): English, Portuguese

Preferred Language(s): Closing Date: 7/19/2023 (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 2022, IFC committed a record $32.8 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises. For more information, visit www.ifc.org.

In addition to its investment work, IFC operates a major program of private sector advisory services projects in Latin America and the Caribbean. The objectives of the program are to promote direct investment in the private sector, build local businesses and financial intermediaries, and help improve the business enabling environment, and hence contribute to poverty reduction in LAC. IFC in Latin America is now seeking to recruit an E T Temporary (Receptionist) to be based in Sao Paulo, Brazil.

The ET Temporary (Receptionist) will be responsible mainly for receiving the clients as the first point of contact; providing general assistance with correspondence and information inquiries. This position works closely with and reports to the Office Administrator under the overall supervision of the IFC Brazil Country Manager.

Role & Responsibilities:

•  The primary function of this entry-level office support position is to ensure the efficient and smooth operation of daily office activities. The E T Temporary (Receptionist) will be responsible for a diverse range of tasks, adapting to the specific needs and requirements of the office. Tasks may include managing the reception area, coordinating courier services, distributing correspondence, scheduling video conferences, and providing support in various ad-hoc activities, such as preparing payments to be sent to the financial department within others. Additionally, this role will involve collaborating with team members in the Brazil Office and maintaining regular interactions with external counterparts such as consultants, government officials, international donors, service providers, vendors, and members of the private sector and civil society.
•  Oversee the reception desk and amenities nearby, handling incoming calls, directing callers to the appropriate personnel, managing correspondence, managing the weekly pouch, welcoming visitors, and other related tasks.
•  Provide high-quality telephone service by answering queries, accurately recording phone messages, and ensuring their timely and efficient delivery to the intended recipients in a courteous and effective manner.
•  Manage incoming and outgoing mail, ensuring proper registration and swift delivery of all mail addressed to the Country Office to the Front Office.
•  Maintain an up-to-date database of government officials, donors, UN agencies, non-governmental organizations, vendors, and other individuals and institutions associated with the work of the Country Office.
•  Handle the scheduling of multiple video conferences and meeting rooms. Coordinate logistics for conferences, workshops, retreats, and learning events, including sending invitations to participants and confirming attendance.
•  Forward invoices to appropriate departments- such as the financial department weekly, coordinate office supply and service orders with vendors, and coordinate the delivery of checks.
•  Serve as backup for the IFC Team Assistant and provide support to IFC visiting missions and on-the-ground teams as required.
•  Manage filing systems and perform other administrative duties as necessary.
•  General Office Support: Provide overall office support as assigned to ensure the smooth functioning of the Country Office.

Selection Criteria

•  Fluent in English and Portuguese.
•  High School degree required, College degree preferred.
•  Minimum of two years of experience in a similar receptionist role. Experience in a client service function in a multi-lingual environment would be advantageous.
•  Excellent interpersonal and communication skills, with the ability to interact effectively with clients and staff at all levels.
•  Proficient in advanced functions of computer applications such as Microsoft Office (Word, Excel, PowerPoint).
•  Ability to draft and translate simple correspondence as needed.
•  Demonstrated ability to work as a team player, collaborating unselfishly and effectively within a multi-disciplinary team. Respects diverse points of view, maintains integrity, and builds trust with team members, clients, and partners.
•  Promptly and proactively follows guidance from the Executive Assistant.
•  Displays the core values and mission of the World Bank Group (WBG).
•  Works with professionalism and dedication to clients, exhibiting exemplary dedication to their needs.

World Bank Group Core Competencies

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.

Note: The selected candidate will be offered a one-year appointment, renewable at the discretion of the World Bank Group, and subject to a lifetime maximum ET appointment of three 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 third-year ET appointment are not eligible for future ET appointments.