Job At UNICEF Tanzania NAFASI YA KAZI RECEPTIONIST - UNICEF TUMA MAOMBI KABLA YA TAREHE 19 MARCH 2017

Receptionist, (G-3), Dar es Salaam, Tanzania

Job no: 502964
Position type: Temporary Appointment
Location: Tanzania,United Republic
Division/Equivalent: Nairobi Regn'l(ESARO)
School/Unit: United Republic of Tanzania
Department/Office: Dar Es Salaam, United Rep. of Tanzania
Categories: Finance and Administration, Human Resources, Support: Communication, Support: Programme, Support: Operations
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If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Background:

A Receptionist is essential for the smooth running of UNICEF Dar es Salaam Office. Under the new Country Programme, the Receptionist retired and the post of receptionist was abolished. However, the office still requires a competent person to handle the reception and registry duties

Purpose of the position:

To be a competent partner in the Administration unit by supporting the provision of reception and registry duties

MAIN RESPONSIBILITIES AND TASKS
Managed fax-machines, PABX and other communication equipment to ensure they are working, report faults and monitor repairs.
Maintain record of downtime for fax machines, PABX and other communication equipment
Repair a monthly report on the status at the Reception
Handle incoming and outgoing calls through the switchboard.
Maintain updated internal communications list of all staff. Receive all visitors and inform staff of their arrival.

2.Register incoming mail received, sort into Programme/Operations and share with internal customers. Registered outgoing mail and dispatched to destination.
Mail received from the Post Office and couriers are distributed to sections/staff
Receive messages and distribute to staff-members
Prepare local and international pouches and dispatch.
Confirm supporting documents for invoices relating to Post Office and courier services.
Distribute cheques to partners, vendors and staff

3. Provide training and support to Security Guards to ensure they provide excellent customer care to external and internal customers.
Provide good service at all receptions and entrances.
Provide leadership and coaching to guards to receive and transmit messages; receive visitors and other reception duties.
Supervise Communication Clerk (guard).

4.Ensure Attendance form for Admin Finance Section Staff-members is signed by staff and shared with HR.
Prepare monthly attendance report and obtain signature from staff members.
Forward record to Human Resources

5.Received new inventory acquisitions (NEP, Non NEP and consumables) record in GRN and update control and primary sheets for database update.

6. Improve storeroom/warehouse: Perform stock verification for items in stores. Issue inventory to sections Prepare monthly Reports. Review balance of items in stores daily and trigger replenishment process for stocks when stock balance available for three months. Follow up for items ordered and initiate local purchase through petty cash for limited items

7. Prepare primary list of PSB items based on periodic monitoring items in storage. Prepare and submit periodic report for inclusion in PSB submission.

8. Improve conditions in the archives (index and physical arrangement of files). Review files for archive, and prepare primary list of files for archive, for Admin Assistant to update archives database

Qualifications of Successful Candidate
Post-secondary school education
Fluency in English (verbal and written).
Knowledge in Advanced Excel and MsWord.

Competencies of Successful Candidate
i) Core Values
Commitment
Integrity

ii) Core Competencies
Communication [ I ]
Working with People[ I ]
Drive for Result [ II ]

iii) Functional Competencies
Applying Technical Expertise [II]
Analyzing [ I ]
Planning and ordganizing [II]
Following Instructions and Procedures [II]

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

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