View Vacancy - Receptionist

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Corporate Services Support

The British Embassy in Beirut has a vacancy for the position of Receptionist, Grade – A1 (L).

Objective:

The British Embassy in Beirut is part of a worldwide network of 230 Posts, helping promote British interests in Lebanon, focused on stability, democracy, and prosperity. The Corporate Services Team (CST) is a key partner at the embassy providing high quality services to all departments on the platform.

The primary role of the Receptionist includes operation of the switchboard, greeting visitors and administrative tasks in support of the Corporate Services Section. The position holder will work closely with the Corporate Service Assistant providing high quality and customer-focused service to all staff in Beirut and will report to the Finance & HR Manager.

This is an excellent opportunity to work within a large and fast-paced team for someone with a proven track record in customer service, preferably in a similar role or demonstrating the skills needed to work in the field of service delivery.

Main Duties and Responsibilities:

  • Acts as first point of contact to the embassy by answering/forwarding phone calls and receiving visitors.

  • Maintains reception security by following procedures, coordinating with the security hut and control room about coming visitors, issuing visitors’ badges, while greeting them and informing the concerned employee.

  • Ensures that the telephone list, tree and emergency phone list is daily updated (removing / adding staff) and properly saved on the sharedarea.

  • Handles all visa and immigration inquiries by directing them to gov.uk

  • Ensures that all DHL mails, especially diplomatic bags, are well sent/received to the relevant departments.

  • Provides necessary support to all staff (local and UKBS) by guiding them when necessary.

  • Arranges ahead of time, ad hoc receptionist cover during own absence.

  • Assists the Corporate Service Assistant in chasing suppliers to send in timely invoices (example: Electricity and Ogero Bills).

  • Administers local staff insurance plan (medical and life) by providing new joiners with necessary forms to be completed, and ensures it is well sent to our insurance supplier.

  • Acts as main point of contact in getting approvals for laboratory tests and in hospital claims to all local staff.

  • Continuously updates the medical insurance tracker by adding all claims received from the staff; and ensures that all refund cheques are well delivered to concerned employee.

  • Processing insurance invoices by following internal policies (via GTPC sharepoint) while coordinating with GTPC in order to ensure that the invoices are successfully processed, and reports any discrepancy in the invoices to the corporate service assistant / Finance & HR Manager.

  • Leads on the annual staff survey to ensure staff participation and engagement at all time.

  • Assists the Corporate Service assistant in raising requisitions and PO’s when required.

  • Responds to any additional request of the Corporate Service Assistant / Finance & HR Manager.

  • Handles fax machine including sending, receiving and forwarding to relevant recipient.

  • Maintains safe and clean reception area by complying with rules and regulations.

Key Competences required for the job:

  • Managing a Quality Service - Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements
  • Delivering at Pace - Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. It’s about working to agreed goals and activities and dealing with challenges in a responsive and constructive way.
  • Delivering Value for Money - Delivering value for money involves the efficient, effective and economic use of taxpayers’ money in the delivery of public services.  It means seeking out and implementing solutions, which achieve the best mix of quality and effectiveness for the least outlay
  • Making Effective Decisions - Effectiveness in this area is about being objective; using sound judgment, evidence and knowledge to provide accurate, expert and professional advice. It means showing clarity of thought, setting priorities, analysing and using evidence to evaluate options before arriving at well-reasoned justifiable decisions
  • Collaborating and Partnering - People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.

  • Excellent communication skills in English and Arabic and flexible team player
  • Excellent Business English writing skills

  • High motivation and energy

  • Excellent interpersonal with a strong customer focus

  • Numerate reliable and able to work under pressure and on own initiative following compulsory rules and procedures

  • Ability to pay attention to details

  • Self-starter and proactive

  • Fully conversant with Microsoft Office (word, excel, outlook and the internet)

  • High level of organizational skills and ability to multi task and deliver high quality work to deadlines

  • Diplomacy and sensitivity when dealing with clients

  • High level of confidentiality

  • Ability to meet strict deadlines

  • Bachelor in Business Administration


  • 1 year of experience in a similar job

21 November 2019
Administrative Assistant (AA)
Full-time, Permanent
42
Middle East & North Africa
Lebanon
Beirut
British Embassy
1
USD
1,623
1 January 2020

Working Hours and Remuneration:

Conditioned working hours are 42 hours gross per week. The Embassy is committed to ensuring that you are able to maintain a suitable work-life balance. Leave entitlement is 20 days (on pro-rata basis) plus 14 public holidays.

The British Embassy in Beirut offers an attractive working environment and a competitive remuneration package of $ 1623 monthly for this role in line with local labour law (including transport, family, education allowances, and medical insurance coverage).

The successful candidate will be subject to a three months probationary period.

Eligibility:

If you are selected for this position, we will be able to employ you as long as you:

  • Receive the appropriate level of security clearance;

  • Have (or be willing to obtain) the right to live and work in Lebanon. Candidate's residence permit and work permit, and the expense to obtain them, will be their own responsibility.

Application Process:

Interested candidates must attach the following documents when applying online.

  1. An updated Curriculum Vitae
  2. Please provide examples of performance in each competency on the motivation section of the online application form.
  3. A covering letter stating why you feel you have the necessary skills to perform well in the above role.

*** (Applications that do not include the above information will be rejected).

All applications must be received before 23:55 (Beirut Time) on 21 November 2019.


Applications received after the stated deadline will not be considered.

Interviews will be held at the British Embassy Beirut Office. Due to the large amount of applications we receive only those shortlisted for assessment/interview will be contacted.

The start date mentioned in the advert is an assumed start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.

 

The British Embassy is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy is subject to Terms and Conditions of service according to local Lebanon employment law.


Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.