Job Details
The Receptionist/Admin Assistant’s role is to ensure efficient day-to-day operation of the NI Africa Regional Office and the Kenya Country Office through professional and efficient handling of the Kenya and the Africa Regional Offices’ reception area as well as carrying out a variety of administrative duties to facilitate the work of NI’s Corporate Services staff. This position reports to the Regional HR Manager and indirectly to the Senior Finance Officer, Africa.
Key Duties and Responsibilities:
Reception
Answer incoming telephone calls and take messages ensuring that communication is efficient, accurate and comprehensive.
Keep the reception area (and whole office) tidy and welcoming during office hours.
Receive and distribute mail accordingly; acknowledge receipt of all incoming mails, register the same and channel to responsible staff for action.
Administer outgoing documents and parcels through DHL and other courier companies.
Administration
Supervise the cleaners to maintain high standards of hygiene, cleanliness and tidiness in the office.
Maintain the Boardroom/meeting room’s schedule
Manage requests for taxis for the Kenya Country office staff and NI Africa Regional Office staff and ensure all invoices are submitted to finance office for payment.
Coordinate and arrange travel itineraries, flights, accommodation, airport transfers, visas, travel authorizations and prepare expense reports for Regional office staff.
Organize staff birthday celebrations
Supervisory Responsibilities:
No supervisory responsibilities
Qualifications/ Experience:
Minimum of bachelor’s degree in Business Administration or any other related filed
A minimum of 3 years’ experience in a similar position.
Language Skills
Excellent communications skills (oral and written).
Fluency in English both reading and writing is a prerequisite.
Travel Requirements
No travel required from this position.
Other Specific Requirements:
Excellent administrative skills with the ability to handle multiple tasks;
Motivated individual with the ability and willingness to perform tasks with limited supervision;
Good interpersonal skills;
High level of Integrity
Sensitivity to confidential matters is required
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