Job Title: Administrative Assistant -Front Office
Hiring Organization: KEMRI
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Medical Research
Job Type: Full Time
Salary: KES
Date Posted: 05/29/2024
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.
