Receptionist

Reports to: Senior Officer Administration & Security

Contract Details: One (1) Year

Job Summary

The incumbent will provide receptionist services for the Nairobi office and will support in the day-to-day management of some administrative processes thus enabling successful running of Concern’s operations.

Reception

Main Duties & Responsibilities:

Greeting visitors and dealing with their requests or directing them to the relevant staff member
Answering the switch board and forwarding calls to the relevant staff member
Daily checking of the Nairobi.admin email address and forwarding emails as appropriate
Distribute incoming mail and prepare outgoing mail to be delivered or posted
Sending and receiving courier items

Administration

Accommodation bookings in Nairobi for staff and visitors; ensuring that all staff and visitors are advised in advance of where they will be staying
Booking airport pick-up and drop-off for visitors
Issuing a temporary phone to visitors, if necessary; ensuring that it is returned when the visitors leave; ensuring the asset issue form is signed for phones
Top-up pre-paid visitor phone lines, as required
Maintain an emergency contact card and issue to visitors on arrival
Managing the scheduling of bookings for meeting rooms
Prepare payments for administration services e.g. accommodation, telephone, flights; for telephone ensuring that staff identify personal calls and are charged for them
Prepare payments for utilities for electricity, gas, water – post-paid and pre-paid; for pre-paid monitoring consumption and ensuring that top-ups are made before funds run out
Maintain the key-holder/office opening/closing board
Maintain the office notice board with up-to-date information
Ensuring that paper recycling boxes are emptied regularly and that the paper is dispatched to the recycling facility
Ensuring the printers and photocopies have adequate paper and toners; monitoring usage; facilitating replacement of toners
Perform other admin duties such as filing and photocopying admin related documents
Receive daily milk and newspaper supplies
Support in Partial Clerical (Data entry) work for Kenya Finance Team
Support in Logistics processes (facilitate signing of field related documents, prequalification process, Issuing stock adjustment reports
Support in tagging office inventory
Support in tracking office supplies stock and place orders (milk, newspaper, kitchen supplies, stationery store supplies, toners, printing papers, handwashing soap/foams, sanitizers)
Liaison with Isiolo County offices to help with admin supplies replenishment (prompting if there is any need, facilitating approval of documents raised by Isiolo staff, support admin related services/supplies

Stores

Management of the admin mini-stores which contain stationery, food items and cleaning materials; maintaining stores records, keeping the stores clean and tidy and ensuring that adequate stock levels are maintained
Issue monthly stock reconciliation reports for the admin mini-stores

Responding To Emergencies

Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
Comply with Concern’s health, safety and security guidelines during emergencies

Code Of Conduct And Associated Policies

To adhere to the standards of conduct outlined in the Code of Conduct and associated policies
To support and promote the standards outlined in the CoC and associated policies to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment

Job Specification

Diploma or higher level qualification in Business Administration or other related discipline
At least one (1) years working experience. Previous experience in an international NGO is an added advantage.
Excellent interpersonal and communication skills.
Confidential, integrity and ability to handle sensitive situations**
Excellent writing and oral skills in English and Kiswahili
Proficiency in computer applications

Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as ‘Receptionist-Nairobi’ on or before Friday 16thApril 2021.Only short-listed candidates will be contacted for interview.CONCERN WORLDWIDE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT CHARGE FOR RECRUITMENTWe do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization’s page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Apply via :

nairobi.hr@concern.net