Receptionist with Security duties

Purpose of the Job 

The Receptionist is responsible for providing secretarial, clerical and administrative support to Resident Office (RO) staff in order to ensure an effective and efficient operation of the office.

Acting as the first point of contact the Receptionist deals with general enquiries, answers phone calls and greets visitors as they arrive at the office. They also ensure that the office activities are running smoothly in terms of supplies and equipment and support the Resident Office staff with basic clerical duties and tasks.

The Receptionist contributes to maintaining a safe and secure office environment by supporting basic security protocols, including visitor access control, monitoring of entry points, and adherence to safety and security procedures. As the first point of contact, the role also involves maintaining awareness of potential risks and promptly reporting any security or safety concerns in line with office guidelines.

Accountabilities and Responsibilities

Reception (75%)

• Screening incoming telephone calls (internal and external), determine purpose of calls, and forward calls to appropriate personnel or department, take and deliver messages when appropriate personnel are unavailable.
• Answer questions about organization and provide callers with address, directions, and other information.
• Deal with general inquiries in a professional and courteous manner, in person, on the telephone or via e-mail; direct inquiries as appropriate.
• Greet and receive visitors, determine nature of business, direct and accompany visitors to appropriate personnel, keep visitors log.
• Manage visitor access in line with security procedures, including verifying identity, issuing guest passes, escorting visitors, and preventing unauthorized entry.
• Monitor access to the office by observing entry points and, where applicable, using available systems (e.g. CCTV, alarms) to identify and report suspicious activity or security risks
• Depending on RO, may prepare meeting rooms with presentation equipment/materials and refreshments; arrange passes, monitor visitors, and prepare periodical visitor statistics for HQ.
• Assist visiting missions if required.
• Support office safety and security by following established procedures, maintaining vigilance, and promptly reporting incidents, hazards, or irregular situations
• In case of emergencies (e.g. fire alarms, medical situations), assist with initial response actions such as guiding visitors/staff and informing relevant contacts in line with office protocols.

Clerical/Administrative (25%)

• Work closely with the Admin Team and coordinate, where relevant, with the RO Security Focal Point to ensure smooth office operations and adherence to administrative and security procedures.
• Arrange couriers’ screen, sort and process mail for RO staff, ensuring secure handling of sensitive or confidential documents.
• Scan, copy and send documents.
• Depending on RO, it may be required to provide ad hoc support to the assistants/administrative staff/Office Manager
• May be responsible for the maintaining of staff whereabouts schedule.
• May be responsible for checking general RO e-mail and forwarding to the relevant staff member for further action.
• May be entitled to ITC duties
• Assist in maintaining accurate administrative records (e.g. contact lists) to support safety, communication, and emergency preparedness.
• Report any observed security, safety, or operational risks or irregularities to the Admin Team or RO Security Focal Point in a timely manner.

Knowledge, Skills, Experience and Qualifications 

• Minimum secondary education, university preferred.
• Previous experience in a receptionist / secretarial capacity.
• Familiarity with the use of office equipment, such as fax, photocopiers etc.
• Excellent verbal communication skills with a good telephone manner.
• Good interpersonal skills.
• Computer literate, with keyboard skills and experience of word-processing, (Microsoft Word) and e-mail (Microsoft Outlook) combined with ability to acquire other skills as necessary.
• Ability to work on own initiative and take responsibility where necessary and to work as part of a team.
• Multilingual – English plus relevant country of operation language

• A good phone manner and excellent organisational skills with ability to deal with people effectively.
• Follow the Bank’s policies and procedures, including basic safety and security protocols.
• Awareness of confidentiality requirements and information security principles in an office environment.
• Ability to remain vigilant and exercise sound judgement when handling visitors, communications, and sensitive information.
• Security certification, training, or prior security-related background is considered an asset.

• Ability to work to a high standard (and while under pressure).
• Responsible and attentive approach to maintaining a safe, secure, and well-controlled office environment.
• Honest and trustworthy.
• Good time management skills.
• Cultural awareness and sensitivity.

What is it like to work at the EBRD?

Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in. 

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
• A working culture that embraces inclusion and celebrates diversity;
• An environment that places sustainability, equality and digital  transformation at the heart of what we do.

Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.  As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.

Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration).