Primary purpose of the position: Answer and coordinate all incoming telephone calls and serves visitors by greeting, general welcoming, and directing them appropriately; undertaking general administrative duties to a high standard and in a professional manner.
This position is under direct supervision of Finance and Admin. Coordinator
Duties and responsibilities:
Undertake reception and switchboard duties including, providing a warm, professional welcome to all visitors to the Organization in line with the Organization’s Standards, policies and procedures.
Be responsible for keeping note of staff going out of the office to be able to answer telephones promptly.
Be responsible to register in the journal and distribute relevant mails to all staff members Nairobi office.
Disbursement of cheques and office Correspondences to clients and suppliers.
Prepare packages and request pick up services from courier and taxi companies as needed. Receive. Incoming packages and distribute accordingly.
Request courier services when needed.
Planning and Coordinating office meetings and organizing for refreshments.
Assisting with a variety of administrative tasks including photocopying, Scanning etc.
Manage inventory of office supplies and equipment.
Maintain safe and clean reception area by complying with procedures, rules, and regulations.
Maintain office security by following safety procedures and controlling access via the reception desk.
Provide administrative and secretarial support all units.
Any other duty assigned by Supervisor.
Competence and Personal Requirements:
Diploma in Business Administration or Human Resource Management or Secretarial Course.
3 years’ work experience in an International development agency.
Good people management and interpersonal skills.
Written and Verbal communication Skills
Ability to work under pressure independently and with limited supervision.
Professional personal presentation
High levels of patience and ability to work effectively in a team environment
Multitasking and time-management skills, with the ability to prioritize tasks
Proficiency in computer MS Office.
