AFEX,
a Lonrho company, provides camp construction, catering, management and
logistics support to the Oil and Gas, Mining, UN and NGO sectors, in some of
the most remote corners of Africa.
With
headquarters in Nairobi, Kenya, AFEX provides international standard service
delivery, combined with 30 years of regional operational experience.
AFEX
wishes to recruit a competent, innovative and self-driven person to fill the
following position:
Receptionist
/ Office Administrator
Job
Summary: Responsible
for managing AFEX Business Park office services and security, manning the
reception, greeting and screening visitors, maintaining the telecommunications
system, managing the hotel bookings and airline reservations and the AFEX
parcel and postage system;
Key Duties and Tasks:
Key Duties and Tasks:
Reception
- Welcomes
visitors, greeting, screening and directing them.
- Maintaining
entry and exit records of all visitors.
- Manning
AFEX switchboard - receiving calls, screening and forwarding to staff;
referring inquiries; making outside calls for staff; if staff are
unavailable, taking messages and emailing them.
- Reservation
of any hotel bookings required by AFEX staff.
- Reservation
of any ticketed flights for AFEX staff.
- Coordinate
transport as requested.
- Coordinating
with Accounts team to ensure that hotel invoices are settled.
- Sending
and receiving of parcel/courier mail (DHL/FEDEX) and filling up of airway
bills.
- Processing
of all AFEX mail and distribution to staff and management of Camp mail
- Maintain
the Business Park Staff contact/phone list.
- Work
in full accordance with AFEX Group policies, procedures, work instructions
and all relevant elements of AFEX Management Systems.
Office Administration
- Ensure
that the Office Assistant and cleaner maintains a high standard of
cleanliness in the kitchen, floors, work stations and glass surfaces.
- Keep
the Board Room diary and ensure that staff adhere to it and assist with
visitor refreshment as requested.
- Lead
or manage any work that involves the office premises, fixtures and
fittings.
- Maintain
the AFEX Conflict of Interest and Gift Register.
- Assist
in all travel arrangements.
- Prepare
and circulate the biometric reports.
Office Maintenance
- Maintain
the database of office maintenance and utility contacts.
- Keep
a log book of maintenance work carried out in the office by any
contractor.
- Ensure
that all office maintenance is carried out quickly and with minimum
disruption to the delivery of AFEX services.
- Work
with the AFEX internal maintenance person to get small/odd jobs done.
Office Inventory
- Keep
a clear record of all office inventory.
- Maintain
a record of all kitchen inventory, ensuring all equipment is well
maintained and that there is sufficient stock of cutlery and crockery.
- Manage
and coordinate the stock of office stationery for all staff in the
Business Park office.
- Manage
the stock of consumables and ensure accurate and timely reorder, (office
cleaning supplies, milk, tea and coffee)
Support Staff Management
- Supervise
the Office Assistant and Messenger with understanding and performance of
their jobs.
- Ensure
that the Office Assistant is trained to manage the reception.
Qualifications:
- A
diploma or a first degree.
- 2
years doing a similar job.
- PABX
training and experience.
- Patience
and Flexible.
- Customer
focus and service.
- Proficient
in Microsoft office.
- Communication-Telephone Skills, Verbal Communication, Listening.
Applicants meeting the above requirements should send their
applications and a detailed Curriculum Vitae giving full details of their
qualifications, experience and full contact address including day and evening
telephone numbers, e-mail address and names and contact details of three
referees by Friday, 29thApril 2016 to careers@afexgroup.com