World Bank Tanzania - Office Assistant, Dar es Salaam

Background / General description

The World Bank Tanzania Country Office requires the services of a Receptionist on a 3-year term appointment. The Receptionist will be responsible mainly for receiving the clients as the first point of contact; providing general assistance with correspondence and information inquiries. This position works closely with and reports to the Executive Assistant under the overall supervision of the Country Director.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year term appointment.

Duties and Accountabilities

Greets, assists and announces clients, vendors and others in the office.
Provides appropriate basic responses and directs visitors to appropriate individuals.
Provide a high-quality telephone service (the switchboard) - answering queries, taking accurate phone messages and ensure that they are routed in a timely manner to the intended recipient and in an efficient, pleasant and effective manner. Update the staff contacts list and distribute monthly.
Updating visiting missions staff list on a daily basis Maintain an up-to-date Emergency Contact List for the Country Office staff and visitors. Manages incoming and outgoing mail, ensure that any mail addressed to the Country Office is properly registered and reaches the Front Office as quickly as possible. Working with the Transport Coordinator, arrange a timely distribution of incoming and outgoing mails from/to the Bank clients as well as internal recipients; record official letter dispatches by keeping a detailed log.
Working with the Office Assistant, handle all incoming and outgoing courier/pouch and ensure staff provide the relevant charge codes and ensuring that courier track and trace lists are updated.
Receive courier invoices, sort and check the courier bills before payment, and prepare the payment memo with the relevant charge codes. Receive vendor invoices and ensure they are recorded and routed to relevant staff for further processing.
Assists internal and external clients with general inquiries and/or provides guidance.
Supports logistics coordination for conferences, workshops, retreats, learning events, send invitations to participants and follow up on confirmation of attendance as necessary. Maintain an up-to-date database of Government Officials, Donors, UN agencies, Non-Governmental Organizations, vendors and other institutions and persons regularly associated with the work of the Country Office.
Ensure a neat and tidy appearance of reception and waiting area. Provide back-up support to other ACS staff as needed.
Provide general office support as required and assigned to ensure the smooth functioning of the Country Office.

Selection Criteria

Minimum of certificate in Business Studies or related fields
Strong interpersonal and communication skills
At least 5 years of relevant working experience
Proven ability to work well in teams, especially in multi-cultural environment
Ability to work under pressure and within specific deadlines
Ability to work with tact and respect confidentially, as appropriate
Competencies

Technology and systems knowledge - Able to conduct routine work using basic software applications (Microsoft Office, Outlook) and appropriate technology and /or data base management systems.
Client Orientation - Demonstrates positive client service attitude; is able to develop good working relationships with internal/external clients.
Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
Knowledge, Learning and Communication - Demonstrates tact and judgment, good listening and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.

Organization: World Bank
Location Dar Es Salaam, Tanzania
Recruitment Type Local Hire
Language Requirement English [Essential]
Closing Date 02-Apr-2018

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