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 organisations) 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 organisation 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 organisational 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 organisational 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

The candidate must have legal rights to work in Australia.