Our client the Royal Danish Embassy (RDE) seeks to hire a positive, service-minded and pro-active Receptionist / Administrative Officer to join the Team at the Embassy.
He or she will be working in the administrative and logistics team, which consists of eight colleagues. The main tasks will be reception duties and various secretarial duties.
The successful candidate will be expected to show the flexibility required for optimal handling of the entire portfolio of the Embassy and thus be ready to contribute to handling tasks outside your own portfolio
Key responsibilities include:
As Receptionist/Administrative Officer, you will be responsible for the reception in the Embassy and therefore often the first point of contact that the partners/customers will have with the Embassy.
Switchboard operation – receiving and directing calls appropriately to the relevant staff, taking messages and making outgoing calls on behalf of staff
Control of visitors’ entry to the Embassy in liaison with the guards
Receiving visitors to the Embassy
Dispatching mail/parcels via DHL
Reconciliation of monthly taxi and courier services invoices for the Embassy
Distribution of daily newspapers
Reporting fault and follow-up regarding telephone lines and switchboard with the relevant service providers
Keeping various lists of the Embassy updated
Normal secretarial duties
Arranging of hotel bookings, air tickets (incl. payment voucher preparation).
Required qualifications
Five years or more working experience in a similar position
Previous experience working in an embassy set-up is preferred
Diploma/degree in business management or any related course
Secretarial and office administration/management training
Fluency in spoken and written English
IT proficiency and solid skills with regards to the Microsoft Office programmes
Ability to work independently with minimum supervision
Responsible, flexible and loyal
Great interpersonal and intercultural skills and team player abilities, as well as interest in and willingness to share knowledge with and learn from colleagues
Willingness to take on a variety of tasks reflecting changing priorities of the Embassy.
Employment conditions
Permanent, full time employment on a local contract based on the relevant legally binding labour market rules of Kenya
Working hours 37 hours per week
Entitlement to 25 working days of paid holiday per full calendar year
Salary will reflect qualifications, relevant experience and proven work-related results
As part of your salary you will be covered by a workplace pension scheme
Reasonable coverage of sickness expenses for staff and dependant family members.
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