Position: Receptionist at WWF: Date: September, 2023
Reporting to: Operations Manager
Location: Dar es Salaam
Supervision: None
Job Overview:
As the Receptionist at WWF, you will play a crucial role in ensuring the smooth operation of our office in Dar es Salaam. Your responsibilities will include managing incoming calls, welcoming visitors, scheduling appointments, handling mail and faxes, maintaining contact databases, and assisting with event logistics. We are looking for a respectful, adaptable, and well-organized individual who is committed to upholding the interests of our organization.
Key Responsibilities:
- Answer and direct telephone calls, both internal and external, efficiently.
- Relay messages and provide information to callers as needed.
- Manage the Country Office Front Desk, warmly receiving and directing visitors to the appropriate offices.
- Schedule appointments for Senior Officers as required.
- Monitor office phone usage, prepare monthly usage reports, and advise on telephone bill charges.
- Ensure the office telephone lines are functioning effectively.
- Collect and process incoming mail from the Post Office, date stamp it, and distribute it to the relevant staff while maintaining accurate records.
- Maintain a comprehensive staff and stakeholder contact database for easy access to addresses, phone numbers, and office locations.
- Keep track of senior staff movements and maintain a staff movement schedule, recording key visits and official events.
- Assist staff with flight bookings through WWF Air travel agents and process air travel LPOs (Local Purchase Orders).
- Receive air travel invoices, reconcile them with LPOs, and submit them to the Finance office for payment processing.
- Address queries from the public and customers, ensuring security awareness in visitor access.
- Manage internal conference and meeting room bookings.
- Monitor and maintain reception and conference room assets.
- Maintain a clean and organized Reception area that reflects a professional office environment.
- Embrace and uphold WWF’s core values: Courage, Integrity, Respect, and Collaboration.
- Undertake any other responsibilities assigned by the supervisor.
Working Relationships:
Internal:
Regular interaction with field office staff, TCO Management, WWF – International, and the Network.
External:
Frequent interaction with TCO Partners and Stakeholders, Consultants, local merchants and suppliers, service providers (e.g., TTCL and couriers), relevant institutional partners, and others.
Profile:
Required Qualifications:
- Advanced Diploma in Business Administration or Public Relations, along with Customer Care and Office Management training.
- Minimum of three years of relevant work experience, demonstrating proficiency in managing telephone operations/switchboard for a large and busy organization.
- Experience working with international agencies and various partners/customers.
- Computer literate.
- Excellent communication skills in both written and spoken English and Kiswahili.
- Interest in working with an Environmental Management Organization.
- Flexibility, articulate communication, and the ability to work with minimal supervision.
- Required Skills and Competencies:
- Respectful and charming demeanor.
- High levels of discipline and adaptability.
- Quick learner with strong organizational skills.
- Dedication to prioritizing the organization’s interests.
- Self-discipline and impeccable professional conduct.
- Ability to establish excellent customer relations by understanding customer needs and providing suitable solutions.
- Presentable and professional appearance.
- Effective listening, questioning, organization, and delivery of information.
- Clear and confident communication using appropriate language.
- Successful interaction with diverse individuals.
- Strong verbal and written communication skills.
- Professional personal presentation.
Application Procedure:
Please submit a comprehensive Cover Letter and CV, including the contact details of three referees, addressed to the Head of People & Culture, via email to: hresources@wwftz.org by Thursday, 05th October 2023, at 3:30 pm. Only shortlisted candidates will be contacted. Female applicants are strongly encouraged to apply.
WWF is an equal opportunity employer and is committed to fostering a diverse workforce.
WWF maintains a zero-tolerance policy towards fraud and corruption. If you encounter any such incidents, please report them by sending an email to fcci@wwftz.org.