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Receptionist New Job Opportunity at WWF

Receptionist New Job Opportunity at WWF

Receptionist New Job Opportunity at WWF

Receptionist  

Reports to:  Operations Manager

Duty Station:  Dar es Salaam


Supervises:
  None

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.

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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 lists 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.

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 the 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, and 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 LPO 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 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.

Working Relationships:

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

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 the interest of the organization.
  • Self-discipline morally and professionally irreproachable is an essential quality of an employee.
  • Able to develop good customer relations by listening to and understanding the customer’s needs and providing the right solutions.
  • Presentable and respectable personality
  • Able to listen carefully, ask relevant questions, organize and deliver the right information, and speak clearly and confidently using appropriate language.
  • Able to successfully interact with diverse individuals.
  • Verbal and written communication skills
  • Professional personal presentation

Receptionist New Job Opportunity at WWF

MODE OF APPLICATION

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 by 13 June 2022 at 4:30 pm.

Only the shortlisted candidates will be contacted.

Female applicants are strongly encouraged to apply. WWF is an equal opportunity employer and committed to having a diverse workforce

Website http://wwftz.org/

WWF has a principle of zero-tolerance for fraud and corruption (including kickbacks), if you encounter such an incident, a report it by sending an email to fcci@wwftz.org

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