Administration Assistant -
Reception
Location: Nairobi, Kenya
IUCN, the
International Union for Conservation of Nature and Natural resources, was
founded in 1948 and brings together more than 1,200 members (States, government
agencies, NGOs and affiliates) and almost 11,000 scientists and experts in some
160 countries in a unique worldwide partnership.
Within the
framework of global conventions IUCN has helped over 75 countries to prepare
and implement national conservation and biodiversity strategies.
Reports To: Finance &
Administration Officer
Background
The primary
role of this position is to provide Front Office Service which mainly includes
but not limited, receiving & passing calls/messages, distributions of mails
and receiving IUCN visitors.
Subsequently
the position offers general administration and logistical support to all the
departments and personnel in the organization.
The
position is meant to coordinate and maintain a smooth flow of information
within the secretariat and is divided into 2 parts;-
Front Office Management - This is
the primary job accountability and its general duties include;-
- Switchboard Management- handling and screening of all incoming calls and routing them to their proper recipient. Callers should be treated with courtesy and should not be kept on the line unnecessarily.
- Receiving IUCN Visitors as the 1st IUCN contact person both on phone and reception and politely advising them accordingly.
- Mail management- handling and distribution of incoming and outgoing mail ( i.e. from/to the post office, hand deliveries to the office and with assigned couriers provide services to and from office for all staff in respect of local and international mail services.
- Front office equipment & stationery – ensure that the front office equipment (i.e. printers, photocopiers, typewriters) are always in good working condition and loaded with papers.
- Front Office Tidiness – maintain the reception area neat and tidy and also display current IUCN publications at the front office desk.
- General Office Administration Support – This is a secondary but pertinent role and should be carried with high professionalism, the duties include-;
- Typing and formatting of miscellaneous jobs e.g. various accounts forms, duty/tax free forms etc.
- Documents management - filling documents at the central filing, retrieving and archiving of correspondences.
- Receiving incoming invoices – ensure that all the incoming invoices, delivery notes are received, recorded and forwarded to finance department for final payment.
- Processing VAT exemption forms- ensure that all invoices attracting VAT amounts are duly processed in a timely manner, same disseminated to the suppliers in good time.
- Rapporteur in staff meetings- take record of staff meeting fortnightly and circulate minutes within the 1st week of the meeting.
- Specific Administrative Support – In liaison with the supervisor, assist administration and programme staff by providing specific administrative support e.g. making calls, scanning documents, photocopying, organizing meetings and events, making appointments, arranging travel, visa, airport transfers and distributions of documents.
- Any other duties reasonably assigned by the supervisor.
Knowledge, Skills and Attributes
- Secondary/High School Education
- Diploma in Business Administration from recognized institution
- Two years or more applied experience as a Receptionist/Secretary within a private sector
- A high level of proficiency in oral and written communication in English and Kiswahili is required. (Another IUCN Language would be an added advantage especially French)
- Good typing speed
- Computer competence in Microsoft Office Applications Software
- High organizational skills
- Good Interpersonal Skills, team player, ready to learn, open, friendly and easy person
- Integrity and maturity of character
- Ability to work harmoniously in a multicultural environment.
- Ability to meet deadlines and work under pressure
Applicants
are asked to submit their CV in English and a supporting letter of motivation
along with the names and contact details of three referees by e-mail:
IUCN
Eastern and Southern Africa Regional Office Email: esarohr@iucn.org
Only
shortlisted candidates will be contacted
