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21 Sep 2023

Receptionist at World Wildlife Fund (WWF)

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Job Description


JOB VACANCY – RECEPTIONIST
Reports to:  Operations Manager
Duty Station:  Dar es Salaam
Supervises: None

 

  1. 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.

 

 

  1. 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.
  1. 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
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Method of Application

Applications must include a complete Cover Letter & CV with full contact details of three referees and should be addressed to the Head of People & Culture, via email to: [email protected] by Thursday, 05th October 2023 at 3:30 pm. Only shortlisted candidates will be contacted. Female applicants are encouraged to apply.    

WWF is an equal opportunity employer and committed to having a diverse workforce

WWF has a principle of zero tolerance to fraud and corruption, if you encounter such an incident, then report by sending an email to [email protected]







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