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.

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:

Internal: Interacts regularly with field office staff, TCO Management and 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.

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

MODE 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: hresources@wwftz.org by Thursday, 05^th 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 is 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 fcci@wwftz.org