The Role:

We are looking for a Receptionist to join our team!

As a Receptionist, you will be responsible for the reception area, including the greeting of all guests, answering phone calls, providing support and assisting guests at the reception, as well as responding to enquiries about the company services and products; booking appointments etc. The reception provides the first contact with people wanting to do business with Alliance Life, and provides the first chance for outsiders to make an impression on the business. This makes the receptionist an important role in the image building process of the business. By the nature of the business the incumbent must have a fair understanding of the business processes to enable the effective management of the relationships with the outside. The incumbent will report to the HR and Admin Manager.

Nature and Scope of the Position:

Main tasks

The following is a list of essential functions, which may be subject to change from time to time. Management may assign new duties, reassign existing duties, or eliminate a function. Detailed description of the main tasks performed by the job holder includes:

Attend phone calls.

Receive outside calls, route them promptly and appropriately to the correct individual. To answer the phone promptly and use the guest’s name throughout the telephone conversation. To note and distribute appropriate telephone messages in a timely manner.
To maintain and provide monthly reports to the HR and Admin Manager on the out-going call register for mobile, upcountry and international calls. To cross check the reports against the monthly telephone bills.

Handling clients, brokers and general guests

To receive clients, brokers and general guests who come in person to Alliance Life. Maintain eye contact when dealing with external and internal guests. Handle guest’s questions and concerns professionally and courteously. Provide accurate, appropriate and immediate responses to all requests by guests to ensure complete guests satisfaction.

Receive goods and correspondence

To receive letters, claims, goods and parcels, and route these to the individuals concerned in order to support the business operation. To ensure that all letters, claims and cheques collected from the Alliance Life reception are recorded and signed for by the recipients in the delivery book.

Reception appearance

To ensure the reception (chairs, desk, computer) and surrounding areas are kept clean, tidy and presentable with a pleasant ambience at all times.

General performance standards

Develop ability to work without constant direct supervision.
Maintain a positive attitude and contribute toward a quality work environment.
Assist in all areas of Alliance Life operations as requested by management.
Communicate to management any and all occurrences involving staff or guests in the Alliance Life that require attention.
To facilitate timeous renewal of all Alliance Life Insurance policies.
To write minutes for all staff meetings, and submit them within one week of the meeting, for any feedback and circulate it accordingly.
To provide support in organizing snacks/lunches during staff events and Board Meetings.
Record keeping of all items/goods that go out of the Company through courier.

Others

To perform any other duties delegated by the HR and Admin Manager and any other up-line manager/officer.
To supporting departments that need assistance with administrative and secretarial tasks.

Education including specialized training

Certificate, Diploma or a Degree in either administration, procurement or records keeping.
Computer literacy including MS Office and internet proficiency.

Experience

Minimum 1 year of relevant past experience.

Other Competencies

This role requires an execution-oriented individual with:

Good communication skills (speaking, writing, reading, listening)
High Integrity
Good interpersonal skills.
A keen eye for detail.
Honesty, reliability and dependability.
Speed and Accuracy.
Ability to work under pressure and manage time efficiently.
Ability to solve problems effectively.

Personal Initiative and ability to perform under minimum supervision.

Positive attitude towards work as well as hardworking.

Team player.
Confident.

To Apply:

If you are confident that you match the above-mentioned criteria please send your detailed C.V mentioning the position in the subject line to: hr@alliancelife.co.tz. Deadline to submit your application is 17h00 on Tuesday, 27^th December 2022. Applications received after the deadline will not be considered. Only shortlisted candidates will be contacted.