Administration Assistant/Receptionist
Sheer Logic is seeking to engage a
dynamic individual for the Administration Assistant/Receptionist position for
our client Marie Stopes Kenya.
Responsibilities
·
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 office is kept neat and tidy,
including maintain and water plants and tidy kitchen, liaise with the stores
keeper to keep storage areas neat and organised.
·
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 e.t.c.
·
Head Office Utilities – In liaison
with the Care 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.
·
Office Maintenance – liaise with the
Admin Officer and P & D Officer to identify areas for repairs and
maintenance and follow through on all maintenance requests to ensure
completion.
·
Security – Ensure that the night and
day security follows MSK rules and regulations. This are ensuring that all
staff and visitors sign in and out in the register provided, ensure that all
MSK’s and visitors drivers sign in and out at all times. Additionally ensure
that the movements of visitors in and out of the Support Office are correctly
maintained and controlled. Guards should first call the Reception before any
visitor is allowed to come.Contacts – maintain and update the list of Marie
Stopes staff Kenya contacts, ensuring the list is always up to date.
·
Administrative support to
Accommodation Officer & P & D department – Incl. filing, photocopying,
research, errands and general administrative support as required
·
Office Supplies Procurement
·
Office supplies – Monitor usage rates
and ensure continuity of sufficient supply for Support Office supplies,
including stationary, kitchen supplies such as tea, coffee, milk and filtered
water and other office supplies and report to P & D Administrator
·
Servicing and replacement of
equipment and furniture – In liaison with the P & D Admin Officer assist
arranging for the servicing maintenance of office equipment and furniture as
required.
·
Head Office Logistics and Travel
Coordination
·
Mail management- Receive the mails,
enter their particulars in the register book and with the help of the Care
Assistants distribute them to the respective recipients.
Qualifications
·
Additional duties as necessary and
directed
·
Diploma in Business Management or
related field
·
Bachelor of business Management or
related field will be an added advantage
·
Tertiary certificate in business
studies, office management or training in front office
Experience
·
Minimum 2 years’ experience in office
administration in the Business or NGO sector is essential
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
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 but not a relative) should be submitted to: sheerlogictalentsourcing6@gmail.com on or before 27th June, 2017.
Only shortlisted candidates will be
contacted N/B: please clearly indicate in the subject line as “Administration
Assistant/Receptionist”