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Receptionist

JOB VACANCY – RECEPTIONIST
Reports to: Operations Manager
Duty Station: Dar es Salaam
Supervises: None
I. Scope of work:

The ‘Receptionist’ will be responsible for receiving and transferring/directing all the incoming 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 a record of all relevant official contacts/mailing list and establish a database that would facilitate 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 the interest of the organization. She/he will also support different projects in organizing conferences and meetings and coordinate logistics in those meetings.
II. 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, determining their business, and directing them to the relevant offices.
• Organize appointments for Senior Officers as appropriate.
• Keep track of office phone use, prepare monthly summary reports, and advise on telephone bill charges.
• Ensure effective functioning of office telephone lines.
• Ensure posts /emails 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 logbooks.
• 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 the flight booking through WWF Air travel agents and preparation of air travel LPO.
• Receive air travel invoices and reconcile with LPOs and submit them to the 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 a manner that represents the 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.
III. 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.
IV. 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 of relevant work experience with proven skills in managing telephone operations /switchboards for a large/busy organization.
• Experience in working with international agencies and a variety of partners/customers.
• Computer literate.
• Excellent communication skills in both written and oral English and Kiswahili are indispensable;
• Interest in working with an Environmental Management Organization.
• Should be flexible, articulate, and able 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.
HOW TO APPLY
Applications must include a complete Cover Letter & CV with full contact details of three referees and should be addressed to the People & Culture Manager, via email to:
hresources@wwftz.org

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