E T Temporary - Receptionist

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. For more information, visit www.ifc.org.

Background / General description
The World Bank Group (WBG) London Office is seeking a highly organized and proactive Receptionist who can operate effectively and discreetly in a demanding, fast-paced environment. Reporting to the Senior Office Administrator, the Receptionist will be an integral member of the busy Country Office team.
As the first point of contact for visitors and callers, the Receptionist plays a vital role in ensuring a professional and welcoming environment. The position also supports the smooth operation of front desk services, coordination of office logistics, and a range of administrative, facilities, and security-related functions.

The successful candidate will: (i) provide professional reception and administrative support to the Country Office; (ii) manage multiple concurrent tasks while maintaining accuracy and attention to detail; and (iii) respond to emergencies calmly and efficiently, demonstrating initiative and sound judgment.

Duties and Accountabilities :

Front Desk: Greet, welcome, and announce guests and vendors upon arrival, notifying the relevant staff or admin team as needed. Direct visitors to meeting rooms or request they wait in the lobby, provide tea or coffee as required, and ensure the reception and meeting rooms remain tidy and well-presented, including replenishing water, glasses, and coffee supplies.

Call Handling & Communication: Operate the IFC/IBRD switchboard and monitor the IFC London Office account, answering, screening, and forwarding calls as appropriate. Provide accurate information in person, by phone, or email, and take detailed messages to ensure timely delivery to the intended recipient.
Security & Access Control: Follow safety protocols and manage visitor access, including issuing and collecting visitor passes and informing building reception of arrivals. Monitor security events and oversee access privileges through the office security system, including ID badge printing, enrollment, access level assignments, and generating relevant security reports.

Mail, Courier & Deliveries: Receive, sort, and distribute all incoming and outgoing mail and packages (including regular post, weekly pouch, DHL, and local couriers), while maintaining detailed records of deliveries and associated charge codes for invoice verification.

Administrative Support: Maintain spreadsheets and administrative trackers (e.g., Visiting Missions and Events) while coordinating logistics for visiting mission staff, including desk and room bookings and general office information. Ensure office supplies for stationery, kitchen, and meeting rooms are well stocked, keep storage areas organized, and arrange taxi bookings for staff and visitors as required.

Meeting & Event Support: Provide hands-on support during meetings and office events, including greeting visitors, arranging catering, and clearing rooms. Assist the Sr. Office Administrator and admin team during senior staff visits with meeting room and taxi bookings, room preparation for meetings and working lunches, restaurant reservations, ad-hoc enquiries, and general logistical support.

Facilities: Support the Sr. Office Administrator with facilities-related matters by liaising with the facilities management company as needed and submit permit requests through the building management platform for vendor access.

Invoice Processing: Process invoices through e-payables, maintain records, and address related queries. Manage small-ticket PCard purchases with monthly reconciliation and circulate mobile phone bills for staff to identify personal charges.

Selection Criteria

• Bachelor’s degree preferred.
• At least 3 years of relevant professional experience.
• Excellent interpersonal and communication skills, with tactful interaction across all levels.
• Strong command of written and spoken English; other languages a plus.
• Prior experience in an international corporate, organization, or embassy environment preferred.
• Positive attitude with willingness to assist teams on ad-hoc tasks.
• Demonstrate team spirit and commitment to the WBG’s mission.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Experience in a busy, diverse office setting.
• Exercises sound judgment and makes timely decisions within role scope, seeking guidance when needed.
• Cooperative, open, and solution-oriented; respects others’ views and understands impact on WBG’s broader goals.
• Proactively addresses routine problems and adapts to changing circumstances.
• Strong interest in learning, sharing knowledge, and incorporating feedback.
• Take personal accountability to meet deadlines and achieve results through good organization.
• Collaborates effectively within teams, respecting diverse perspectives and promoting inclusion.

WBG Culture Attributes:

1. Sense of Urgency – Anticipating and quickly reacting to the needs of internal and external stakeholders.
2. Thoughtful Risk Taking – Taking informed and thoughtful risks and making courageous decisions to push boundaries for greater impact.
3. Empowerment and Accountability – Engaging with others in an empowered and accountable manner for impactful results.

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 theWorld BankandIFC, 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.