VACANT POSITION
Applications are invited from suitably qualified persons to fill the following post that has arisen within the Zimbabwe Manpower Development Fund (ZIMDEF)— an equal opportunity employer.
POST: RECEPTIONIST — GWERU REGIONAL OFFICE
The Receptionist is the first point of contact for the entire organization, which requires a positive attitude and polished, professional appearance. This position will multi task a variety of front office activities.
Specific Duties and Responsibilities:
• Manning and maintaining the reception area in an orderly and neat manner.
• Welcoming all clients, determining nature of their business, and announces guest to appropriate personnel.
• Answering incoming calls, determining purpose of callers, and forwarding calls to appropriate personnel or department.
• Attending to and operating enquiry desk through answering questions about organization and providing callers with address, directions, and other information requested.
• Recording telephone messages and notifying respective staff and relay to the relevant offices.
• Liaising with external clients that are supposed to attend meetings to ensure that the agenda and important details are noted.
• Preparing for meetings to include arranging venue, notification/circulation of agenda, taking minutes of proceedings and keeping a record of the same.
• Carrying out other administrative or clerical duties to include faxing, copying, scanning, organizing/maintaining files as well as ensuring that proper records of orders received and stock issued are kept and maintained and immediately recorded after receiving them.
• Providing all clients with claim forms and assisting them in ensuring that the forms are correctly filled.
• Ensuring proper management of mails (incoming and outgoing) through date stamping, recording and forwarding to the intended recipients immediately after receiving mails as well as immediately dispatching outgoing mails after the recording and allocation of folio numbers
• Reporting any security breach to the security personnel or management depending on its nature.
Qualifications, Competencies and Work Competencies
• Diploma in Secretarial/Administration or equivalence.
• 5 ordinary levels including English language.
• At least two years’ experience as a corporate Receptionist in a clerical or administrative role required. Experience.
• Polished professional with outgoing attitude, be a team player and love to make the guests feel at home.
• Excellent typing skills, high level of proficiency with general office PC applications (i.e. MS Word, MS Excel, MS Access, MS PowerPoint) and comfort with learning new applications as required.
• Demonstrated excellent organizational, coordinating and personal interface skills.
• Proven job diligence, dedication and attention to detail.
• Familiarity and working knowledge of general office machines (i.e. fax, copier, printers, etc.) Required.
• Demonstrate excellent written and verbal communication skills, including the ability to successfully communicate with the public, other employees and vendors.