Station: FEED Office Gigiri -Nairobi
Reporting to: HR/Admin Officer and working closely with the Regional Director Office and all Departments.
Purpose: To be the first point of contact for the organization and coordinate the rest of the sections in the organization ensuring excellent reception that leaves a positive lasting impression about the organization for both internal and external customers.
Major responsibilities:
Receive & schedule all visitors to the office, respond to their requirements and maintain a record.
Maintain and operate efficient communication through a telephone switchboard and mobile connection.
Keep a record of telephone usage and submit monthly report to the HR & Admin Officer.
Assist in booking air tickets for the teams and other travel itinerary as per instructions from Supervisor.
Coordinate reservations for the Board Room, catering for meetings and other internal meeting venues.
Ensure the effective and efficient use of the photocopy and other office equipment by departments.
Secure bookings of external meeting facilities as/and when required.
Manage the tracking sheet to ensure smooth flow of documents from end user to the different signatories
In coordination with the Transport coordinator; Keep a record of the program’s vehicles located in the Gigiri office
Ensure all repairs and breakages are reported to the operations department on time.
Ensure cleanness of the office kitchenette and launch area is maintained at all times.
Timely coordination of activities within the Administration sections.
Ensure smooth flow of basic office needs kitchen provisions, water, power, rentals and garbage etc.
Responsible for opening and locking of the main office block and other rooms after work hours.
Maintain office security by following the laid down procedures for visitors.
Assist the Regional Director as required in clearing visitors, calls, meetings and other diary management.
Any other duties as assigned by line manager.
Minimum Qualifications:
Degree in Business Management Training in Front Office Management / Customer service.
Excellent Communication and interpersonal skills
Professional experience operating telephone switchboard and handling flight bookings
Minimum of two years of experience as a Receptionist/Admin Assistant with at least 1 year in INGO
Excellent experience in use of office equipment ie. Photocopier, Scanner, Projector and digital cameras.
Good knowledge of Computer applications, MS Office packages etc.
Current Certificate of good conduct/Police Clearance.
Understanding and ability to cope with Child Protection Policies
