Administrative Assistant / Receptionist
Location: Nairobi
Industry: NGO
Our client, an international NGO in
quality reproductive health care and family planning wishes to recruit
Administrative Assistant / Receptionist to ensure the smooth running of the
Supporting Office at the front desk area, the compound, kitchen and the
toilets.
Duties and Responsibilities
- 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.
- 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.
- 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.
- 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.
- 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.
- 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 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
- 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 tracking purposes.
Skills & Abilities:
- Degree from a recognized Institution
- Postgraduate training in office management or
front office management
- Minimum 2 years’ experience in front office
operations in or NGO sector or Hospital is essential, hotel
- 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 organization and prioritization skills
- Ability to work self-directed and use
initiative
- Trustworthy and responsible
- Ability to maintain high levels of
confidentiality.
To apply, send your CV and cover
letter only to cvs@flexi-personnel.com
Clearly indicate the position applied
for and expected remuneration, on the subject line.
