FRONT DESK OFFICER - Ministry of Transport and Communications

Reference No. Ref: MT& C 4/8/2 II (47)

Closing Date: 07/08/2015
Closing Time: 16:30

Location: Gaborone

Contract type: Full time

SalaryScale D4 (P175 224- P193 452) per annum

Responsable office: Ministry of Transport and Communications (MTC)

General description:

To manage and ensure that the customers are received courteously, provided with the information they need and or directed to the right offices. 

Job description:

KEY PERFORMANCE AREAS:
• Acts as first point of contact and presents an appropriate image of the Ministry/ department:
• Manages the front desk by receiving visitors and assisting them with the information they need and or directs them to the relevant offices.
• Advises customers on proper Ministry/ Department’s procedures and policies in order to ensure appropriate requirements are met.
• Responds to customers concerns or complaints and provide or seek appropriate remedies.
• Refers customers to the relevant offices when unable to resolve complaints in consultation with the Principal Public Relations Officer.
• Ensures that all information about the ministry/department is always available and is up to date before giving it to customers, e.g. Newsletters, published standards, all the necessary forms and other publicity materials.
• Manages the administration of the feedback tools by customers.
• Assists the Principal Public Relations Officer in the development and review of the customer service feedback tools in order to maintain an effective customer service in a ministry/ department.
• Enters the feedback data into the computer.
• Analyses the feedback in consultation with the Principal Public Relations Officer and makes recommendations to the Senior Manager-Corporate Services where necessary.
• Prepares and maintains the front desk and waiting room to promote positive customer service image and readiness to provide services.
• Maintains proper records of documents and correspondence on customer care issues.

Job requirements:

QUALIFICATIONS:        
Cambridge School Certificate plus a Diploma in communication or public relations.
EXPERIENCE:
2 years’ experience with an in-depth knowledge about the mandate and functions of a particular ministry/department. Previous experience as a receptionist will be an added advantage.
REQUIRED SKILLS AND COMPETENCIES:
• Effective Communication
• Customer focus
• Integrity and Trust
• Teamwork and Partnering
• Functional/Technical Skills

How to apply:

Applicants should quote the vacancy circular number and give the following details:
a) Full names, address, date and place of birth
b) Full summary of career with duties (Curriculum Vitae)
c) Certified copies of relevant certificates and National Identity Card.
d) At least two (2) copies of relevant work related references (with full contact details) confirming the   relevant experience.
e) Submit at least two (2) references from two (2) different referees.
f) In case of serving Public Officers the following should be provided
• Date of first appointment
• Present post, salary grade and date of appointment thereto.
IMPORTANT
All applications from Serving Public Officers must be routed through their Permanent Secretaries.  Applications not so routed will not be considered.  Applicants who do not meet the minimum requirements will not be responded to.
Applicants who meet the above Requirements should apply to:
The Permanent Secretary
Ministry of Transport and Communications
P/Bag 00414
Gaborone
Physical address:     Westgate Mall
                                         Ministry of Transport and Communications
For any enquiries contact Human Resources division at 3612093, 3625525.