JOB VACANCY – RECEPTIONIST

Reports to: Operations Manager

Duty Station: Dar es Salaam

Supervises: None

Scope of work:

The ‘Receptionist’ will be responsible for receiving and transfer /direct all the in-coming calls as appropriate. Receive and attend walking-in visitors including organizing appointments and meetings. Receive and communicate to respective staff members the incoming mails and faxes. S/he will also maintain record of all relevant official contacts/mailing list and establish a data base that would facilitate a quick and easy access to addresses, phone numbers and office locations. The position requires a person who is respectful and charming, highly disciplined, flexible and a quick learner, well organized, and always prioritizing interest of the organization. She/he will also support different projects in organizing conference and meetings and coordinates logisticts in those meetings.

Specific Duties:

• • Answer telephone and direct calls to relevant destinations in the office and outside the office
  • Take and relay messages to relevant staff and provide information to callers
  • Organize and manage the Country Office Front Desk including receiving visitors, determine their business and direct them to the relevant offices
  • Organize appointments for Senior Officers as appropriate
  • Keep track of the office phone use, prepare monthly summary reports and advice on telephone bill charges
  • Ensure effective functioning of office telephone lines
  • Ensure posts /mails are collected from the Post Office;
  • Receive, date stamp and review all incoming mails and faxes and distribute to the appropriate staff with correspondences recorded in appropriate log books
  • Maintain proper record/contact list of staff database and of key stakeholders, partners and WWF Offices globally for quick access
  • Regularly, keep track of senior staff movements and maintain staff movement schedule, a record of key visits and official events to facilitate better plans for appointments, meetings, and field visits as may be appropriate.
  • Support staff in flight booking through WWF Air travel agents and preparation of air travel LPO
  • Receive air travel invoices and reconcile with LPO’s and submit to Finance office for payment process.
  • Deal with queries from the public and customers and monitor visitor access and maintain security awareness
  • Manages internal conference and meeting room bookings
  • Monitor movements and maintain reception and conference room assets
  • Ensures the Reception area is clean and arranged in manner that represents office environment.
  • Identifies and aligns with the core values of the WWF organization: Courage, Integrity, Respect and Collaboration
  • Undertake any other responsibilities as may be assigned by the supervisor.

Working Relationships:

1. Internal: Interacts regularly with field office staff, TCO Management and WWF – International and the Network.
2. External: Interacts frequently with TCO Partners and Stakeholders, Consultants, local merchants and suppliers, service providers e.g. TTCL, curriers, relevant institutional partners, and others.
3. PROFILE

Required Qualification

• At least an Advanced Diploma in Business Administration/ Public relations coupled with Customer Care skills and/or Office management training;
• Minimum of three years relevant work experience with proven skills in managing telephone operations /switch board for a large/busy organization.
• Experience in working with international agencies and a variety of partners/customers;
• Computer literate.
• Excellent communication skills both written and oral English and Kiswahili are indispensable;
• Interest in working with an Environmental Management Organization.
• Should be flexible, articulate and ability to work with minimal supervision

Required skills and Competency

• The position requires a person who is respectful and charming, highly disciplined, flexible and a quick learner, well organized, and always prioritizing interest of the organization.
• Self-discipline, morally and professionally irreproachable is essential qualities of an employee.
• Able to develop good customer relations by listening to and understanding the customer needs and providing the right solutions.
• Presentable and respectable personality
• Able to listen carefully, ask relevant questions, organize and deliver the right information, speak clearly and confidently using appropriate language.
• Able to successfully interact with diverse individuals.
• Verbal and written communication skills
• Professional personal presentation