Closing date: April 16, 2021
Job Title: Receptionist
Reports to: Senior
Officer Administration & Security
Job Location: Nairobi,
Kenya
Contract Details: One (1) Year
Job Summary:
The incumbent will provide receptionist services for the Nairobi office and will support in the day-to-day management of some administrative processes thus enabling successful running of Concern’s operations.
Main Duties & Responsibilities:
Reception:
- Greeting visitors and dealing with their requests or
directing them to the relevant staff member
- Answering the switch board and forwarding calls to
the relevant staff member
- Daily checking of the Nairobi.admin email address
and forwarding emails as appropriate
- Distribute incoming mail and prepare outgoing mail
to be delivered or posted
- Sending and receiving courier items
Administration:
- Accommodation bookings in Nairobi for staff and
visitors; ensuring that all staff and visitors are advised in advance of
where they will be staying
- Booking airport pick-up and drop-off for visitors
- Issuing a temporary phone to visitors, if necessary;
ensuring that it is returned when the visitors leave; ensuring the asset
issue form is signed for phones
- Top-up pre-paid visitor phone lines, as required
- Maintain an emergency contact card and issue to
visitors on arrival
- Managing the scheduling of bookings for meeting rooms
- Prepare payments for administration services e.g.
accommodation, telephone, flights; for telephone ensuring that staff
identify personal calls and are charged for them
- Prepare payments for utilities for electricity, gas,
water – post-paid and pre-paid; for pre-paid monitoring consumption and
ensuring that top-ups are made before funds run out
- Maintain the key-holder/office opening/closing board
- Maintain the office notice board with up-to-date
information
- Ensuring that paper recycling boxes are emptied
regularly and that the paper is dispatched to the recycling facility
- Ensuring the printers and photocopies have adequate
paper and toners; monitoring usage; facilitating replacement of toners
- Perform other admin duties such as filing and
photocopying admin related documents
- Receive daily milk and newspaper supplies
- Support in Partial Clerical (Data entry) work for
Kenya Finance Team
- Support in Logistics processes (facilitate signing
of field related documents, prequalification process, Issuing stock
adjustment reports
- Support in tagging office inventory
- Support in tracking office supplies stock and place
orders (milk, newspaper, kitchen supplies, stationery store supplies,
toners, printing papers, handwashing soap/foams, sanitizers)
- Liaison with Isiolo County offices to help with
admin supplies replenishment (prompting if there is any need, facilitating
approval of documents raised by Isiolo staff, support admin related
services/supplies
Stores:
- Management of the admin mini-stores which contain
stationery, food items and cleaning materials; maintaining stores records,
keeping the stores clean and tidy and ensuring that adequate stock levels
are maintained
- Issue monthly stock reconciliation reports for the
admin mini-stores
Responding to Emergencies:
- Participate and contribute as necessary towards
Concern’s Emergency response as and when necessary
- Comply with Concern’s health, safety and security
guidelines during emergencies
Code of Conduct and Associated Policies:
- To adhere to the standards of conduct outlined in
the Code of Conduct and associated policies
- To support and promote the standards outlined in the
CoC and associated policies to their team, partner organisations and
beneficiaries, and be committed to providing a safe working environment
Job Specification:
- Diploma or higher level qualification in Business
Administration or other related discipline
- At least one (1) years working experience. Previous
experience in an international NGO is an added advantage.
- Excellent interpersonal and communication skills.
- Confidential, integrity and ability to handle sensitive
situations**
- Excellent writing and oral skills in English and
Kiswahili
- Proficiency in computer applications
Disclaimer Clause:
This
job description is not exhaustive and may be revised from time to time.
Concern has a Programme Participant Protection
Policy and Concern Code of Conduct which has been developed to ensure the
maximum protection of programme participants, especially beneficiaries, from
abuse and exploitation, and to clarify the responsibilities of Concern staff,
partner organisations, and anyone engaged by Concern or visiting our
programmes, and the standards of behaviour expected of them. In this context
all Concern staff have a responsibility to the organisation to strive for, and
maintain, the highest standards in the day-to-day conduct of their work in
accordance with Concern’s core values and mission. Any candidate offered a job
with Concern will be expected to sign the Programme Participant Protection
Policy and Concern Code of Conduct as an appendix to their contract of employment.
By signing the Programme Participant Protection Policy and the Concern Code of
Conduct candidates demonstrate they have understood its content and agree to
conduct themselves in accordance with the provisions of this document. Any
breach of the Programme Participant Protection Policy and Concern Code of
Conduct by employees of Concern during the course of their employment will
result in disciplinary action up to, and including, dismissal. *Additionally, Concern is committed to the safeguarding* and
protection of vulnerable adults and children in our work. We will do everything
possible to ensure that only those who are suitable to work or volunteer with
vulnerable adults and children are recruited by us for such roles.
Subsequently, working or volunteering with Concern is subject to a range of
vetting checks, including *criminal background checking.**
Concern’
is the trading name of ‘Concern Worldwide’, a company limited by guarantee,
registered number 39647; registered charity number CHY 5745, registered in
Ireland, registered address is 52-55 Lower Camden Street, Dublin
2, Ireland. Follow Concern online:www.concern.net
Interested candidates,
who meet the above requirements, should send a detailed CV with three referees and Cover
Letter Only to nairobi.hr@concern.net with the subject
of the email as ‘Receptionist-Nairobi’ on
or before Friday 16thApril 2021.Only
short-listed candidates will be contacted for interview.
CONCERN WORLDWIDE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT
CHARGE FOR RECRUITMENT