JOB PURPOSE:
This role is responsible for provision of efficient and effective front office services, administrative and transport support to the Programme under the operations department.
Description:
REPORTS TO: Head of Operations – Nairobi
INDIRECTLY SUPERVISES: None
BUDGET AND RESOURCE RESPONSIBILITY:
Will have limited role in planning expenditure and managing funds.
KEY RESPONSIBILITIES:
Handle incoming and outgoing telephone calls including assisting staff to make official local and international calls;
Ensure the reception area is well maintained and kept orderly to project a corporate image;
Security, Health and safety measures; Ensure measures are adhered to as per policy at front desk; ensure the doors are always locked and access system is working. Alert any security breach.
Receive and circulate in coming parcels on behalf of the Programme: Monitor all received and outgoing letters and ensure accurate records are record kept, mail bag, letters and goods etc;
Customer care: provide first level customer service support to visitors, respond to general enquiries and guide new staff and visitors to the correct offices/staff required;
Visitor’s records: records of all visitors coming to the Programme offices via the reception are well maintained and visitors are inducted on Health and Safety protocols;
Travel administration: support the various departments to raise purchase requisitions for travel bookings.
Transport bookings; coordinate and plan for daily transport bookings from departments for Programme vehicles and out-sourced taxis. Prepare transport schedules, field work plans and maintain the requisite records for motor vehicles including monthly vehicle mileage, fuel consumption and trips made.
Vehicle maintenance and inspection: support the operations office in daily and period supervision of vehicle inspections and maintain service tracking report;
Provide administrative support to the Head of Operations and other staff in the department; draft tax exemption letters in consultation with the Operations office, submit and maintain track record of progress of the letters with the relevant authorities;
Archive physical records and electronic files
Stores requisition: support operations office stores requisitions
Provide leave cover for other Operations staff;
Any other duties that may be assigned from time to time..
QUALIFICATIONS:
A diploma in Business Administration, Office Management, Secretarial studies or equivalent.
At least 3 years’ experience in a similar role within a busy office
Good computer skills with MS Office packages and basic record keeping
Desirable Criteria
The post holder should have:
Demonstrated ability to organize work, maintain punctuality and deliver to strict timelines.
Demonstrate high levels of integrity and confidentiality.
Strong Organizational, planning and administrative skills.
Good attention to detail and ability to work with minimal supervision.
Excellent interpersonal, verbal and written communication skills.
Team worker who is able to work in a multi-cultural environment with diverse teams.
Apply via :
jobs.kemri-wellcome.org
