The responsibility of the
Administration Assistant/ Receptionist is to ensure the smooth running of the
Marie Stopes Kenya Supporting Office at the front desk area, the compound,
kitchen and the toilets.
The successful operation of the programme greatly depends on the efficient function of the Support Office and as such the Administration Assistant/ Receptionist holds an important role facilitating this.
The Administration Assistant / Receptionist is a member of the Administration
and reports to People and Development Administrator.The successful operation of the programme greatly depends on the efficient function of the Support Office and as such the Administration Assistant/ Receptionist holds an important role facilitating this.
Job Title: Administration Assistant / Receptionist
Location: Support Office, Nairobi
Reporting to: People and Development Administrator
Probationary Period: 3 months
Marie Stopes International (MSI) is a marketing-focused resulted oriented social business that uses modern management and marketing techniques to provide quality family planning and reproductive health services in more than 43 countries world-wide.
Marie Stopes Kenya (MSK) is a non-profit social business, working with local partners and the government of Kenya to provide quality, affordable and accessible Sexual and Reproductive Health (SRH) information and services.
MSK is part of the Marie Stopes International (MSI) global partnership, and works to improve the health and quality of life of women, men, and their families.
The primary responsibility of this role is to further MSI’s Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE
It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES: mission driven, customer focused, results orientated, pioneering, sustainable and people centered
Key Responsibilities and Measures
Support Office Management
- Reception and Office Management - answer
telephone, greet visitors and suppliers, see to courier deliveries, and
keep reception area neat and tidy.
- Ensure the front area is kept neat and
tidy, including maintain and water plants and tidy kitchen, liaise with
the support staff to ensure the reception area is clean and has a supply
of clean water at all times.
Measure:
- Administrative tasks are fulfilled daily
ensuring the smooth running of the Support Office Front desk area.
Supervision of Office Assistants
- Supervise the Office Assistants by formulating
a check list and duty roaster which the Office Assistants sign after attending
to the areas indicated in the checklist. The areas are toilets, kitchen,
office floors, office desks, walls, curtains, windows, signposts
etc.
Measure:
- Support Office appearance is kept neat, tidy
and organised at all times
Head Office Utilities
- In liaison with the Office Assistants monitor
utilities and prepare request for the utilities in case they have gotten
to the re order level.
- Ensure proper record keeping/filing is
maintained.
Measure:
- No
interruptions to Support Office operations due to utilities outages.
Boardroom bookings
- Make all boardroom bookings when requested and
ensure all suppliers e.g. water, tea are availed in the board room for
meetings as and when required.
Measure:
- No clashing meeting due to lack of bookings
Office Maintenance
- liaise with the P & D Admin to identify
areas for repairs and maintenance and follow through on all maintenance
requests to ensure completion.
Measure:
- No interruptions to Support Office operations
due to maintenance requirements
Security
- Limit and control the movement of visitors in
and out of the Support Office. Ensure that the Guards at the gate call
first call the Reception before any visitor is allowed to come. Ensure sit
in the designated area next to the guard house at the gate.
Measure:
- No unidentified visitors moving around the
compound without being assisted.
Contacts
- maintain and update the list of Marie Stopes
staff Kenya contacts, ensuring the list is always up to
date.
Measure:
- Contact lists are maintained and updated
frequently
Administrative support to the People
and Development Department - incl. filing, photocopying, research, errands and
general administrative support to the People and Development Manager as
required.
Measure:
- Administrative support tasks are fulfilled
Office Supplies
Procurement
Office supplies
Office supplies
- Ensure availability continued supply of
sufficient supply of supplies, including but not limited to stationary,
kitchen supplies such as tea, coffee, sugar, milk, kitchen cutlery,
filtered water, tissue paper and other office supplies are
constantly available and reorder when needed through the P & D
Administrator.
Head Office Utilities
- In liaison with the Office Assistants monitor
utilities and prepare request for the utilities in case they have gotten
to the re order level.
- Ensure proper record keeping/filing is
maintained.
Servicing and replacement of
equipment and furniture
- In liaison with the P & D administrator
and P & L department assist arranging for the servicing maintenance of
office equipment and furniture as required.
Measures
- No interruptions to Head Office operations due
to supplies outages
- No interruptions to Head Office operations due
to maintenance requirements
Head Office Logistics and Travel
Coordination
Mailing
Mailing
- Receive and distribute all mail for staff and
letters received at the desk and maintain a record of the
same.
- Liaise with the storekeeper to ensure all
letters and parcels sent from the P&D office receive a tracking number
for follow up purposes.
- Maintain a log book where all letters to staff
form the P&D department are signed for for tracking
purposes.
Measure
- Availability of tracking documents to prove
that that all letters and documents sent or received can be tracked to
final recipient at all times.
Other Duties
- Additional duties as necessary and directed by
the People & Development Senior Administrator.
Skills and Experience
Qualifications:
Qualifications:
- Degree from a recognised Institution
- Postgraduate training in office management or
front office management.
Experience:
- Minimum 2 years’ experience in front office
operations in or NGO sector or Hospital is essential, hotel
Skills:
- A high standard of written/spoken English
- Advanced computer skills, experience in MS
Word, Excel and Outlook essential
- Demonstrated high attention to detail and
ability to follow through tasks to completion
- Punctual and reliable
- Outspoken with a pleasant personality
- Good organisation and prioritisation skills
- Ability to work self directed and use
initiative
- Trustworthy and responsible
- Ability to maintain high levels of
confidentiality.
Attitude / Motivation:
Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
There are 13 key behaviours that MSI
encourages in all employees and they are defined below:
Initiative
Initiative
- Thinking ahead and taking action to make the
most of opportunities by finding the optimum solution
Innovative
- Thinking creatively and outside of the box so
that ideas generated create a positive outcome
Effective Communication
- Communicating through active listening and
good questioning techniques, using appropriate body language, ensuring
information is clear and concise.
Responsive
- Being responsive to changing priorities and
demands
Working Efficiently
- Planning, prioritising and organising work to
ensure work is accurate and deadlines are met
Sharing Information
- Sharing information and knowledge whilst
maintaining confidentiality
Focus on Learning
- Taking responsibility for keeping knowledge
and skills updated and for seeking opportunities to develop further
Commitment
- Awareness and understanding of goals, vision
and values and how your role impacts on this and going the extra mile to
meet role requirements
Driven
- Drive and determination to deliver results
Accountable
- Taking responsibility for appropriate
decisions that you make, and the actions and behaviour you demonstrate
Embracing Change
- Openness to embracing change within the
organisation and being able to adjust plans/activities accordingly
Motivated
- Motivation towards achieving quality results
to maximise potential
Team Player
- Working as part of a team by being supportive, flexible and showing respect for each other
How to apply:
Applications quoting the position title with detailed CV, with contact details of 3 referees including their email addresses (1 of which should be your immediate supervisor, 1 former supervisor and 1 any other reference but not your relatives) should be submitted to: recruitment@sheerlogic.co.ke on or before 10th March 2016.
Only shortlisted candidates will be contacted;
NB: Please clearly indicate in the subject line as “Administration Assistant & Receptionist –Support Office”
Applications quoting the position title with detailed CV, with contact details of 3 referees including their email addresses (1 of which should be your immediate supervisor, 1 former supervisor and 1 any other reference but not your relatives) should be submitted to: recruitment@sheerlogic.co.ke on or before 10th March 2016.
Only shortlisted candidates will be contacted;
NB: Please clearly indicate in the subject line as “Administration Assistant & Receptionist –Support Office”