Short-Term Receptionist, London UK

Applications for this consultancy will be received ONLY via e-mail. Please read the job description thoroughly before submitting your application. Instructions on how to apply may be found at the end of this post.

Applicants must have a valid employment authorization to work in the UK for the duration of the appointment.

Background / General 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. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet.

The WBG London team is seeking a highly organized and energised Short Term Temporary (STT) Receptionist to join the Country Office. The ideal candidate will operate effectively and discreetly in a demanding, fast-paced environment supporting the London Office. Reporting directly to the Senior Office Administrator, the STT Receptionist will contribute to the smooth functioning of this busy team.

This is a full-time, on-site position, with working hours from 8:30 am to 5:30 pm, Monday to Friday. The role is offered as a two-month short-term temporary (STT) contract, with the possibility of extension based on office needs. Applicants must have a valid work permit to work in the UK.

Duties and Accountabilities

Greet, welcome and announce guests and vendors as soon as they arrive at the office:

1. Inform ACS or Staff of visitors’ arrival
2. Request visitors to wait in lobby and/or direct to the appropriate meeting room/office
3. Tea/coffee service as required

Cover IFC/IBRD switchboard & Monitor IFC London Office Account:

1. Answer, screen, and forward incoming phone calls
2. Provide basic and accurate information in-person and via phone/email
3. Answer queries, take accurate phone messages and contact details, ensure that messages are routed in a timely manner to the intended recipient

Maintain office security by following safety procedures and controlling access to the office:

1. Inform building reception of guests
2. Handle visitors’ cards, ensure these are returned at the end of the day

Receive, sort, and distribute daily mail/deliveries. Handle all incoming & outgoing post:

1. Regular post
2. Weekly pouch
3. DHL bookings
4. Local couriers
5. Keep detailed record of all incoming/outgoing deliveries including charge codes for invoice verification

Ensure reception area is tidy and presentable at all times:

1. Ensure Meeting rooms are kept tidy:
2. Replenish water bottles, change glasses at the end of a meeting
3. Replenish coffee machines with beans/powdered milk/milk as required.

Support other ACS in ensuring:

1. office supplies are well stocked (stationery, kitchen & meeting supplies etc.)
2. admin storage and stationery cupboard are tidy and well stocked.

Other duties:

1. Support Office Administrator and ACS team in the coordination of Visiting Missions staff, including but not limited to desk bookings, room bookings, office logistics information etc.
2. Hands-on support for Office Meetings and Events: greeting visitors, arranging catering in the room, clearing the room, taxi bookings, preparing rooms for meetings/working lunches, restaurant reservations etc.
3. Create Permit Requests via the Building Management’s platform to obtain access for vendors as required.

Selection Criteria:

The World Bank is committed to achieving diversity of gender, nationality, culture, and educational background. Individuals with disabilities are equally encouraged to apply. Only short-listed candidates will be contacted.

1. Preferable qualification of Certificate/Diploma in Secretarial studies, Administration or an equivalent combination of education and experience;
2. Excellent interpersonal and communications skills and ability to interact tactfully with people of all levels;
3. Excellent command of written and spoken English;
4. Preferably prior experience in an international corporate environment and/or experience working for an international organisation/embassy;
5. Experience in a busy diverse office environment;
6. Demonstrates positive attitude, willingness and ability to assist teams with any ad-hoc tasks that may come up;
7. Excellent interpersonal and communication skills, and ability to interact tactfully with people of all levels;
8. Computer literate (Word, Excel, Outlook, Power Point, Teams, etc.);
9. Works cooperatively and displays an open, helpful attitude toward others and approaches conflict as common problems to be solved.
10. Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so;
11. Teamwork (Collaboration) and Inclusion: Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.

Application Process

Candidates meeting the selection criteria are invited to submit their application via e-mail by sending an updated CV to Anna Louisa Cocola <acocola@ifc.org> by January 6, 2025.

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.