Vacancy: Administration
Assistant / Receptionist
Location: Nairobi
Industry: Healthcare
Our Client, an International
NGO whose core business is Reproductive Health and Family Planning to millions
of the world’s poorest and vulnerable women, is seeking to recruit an
Administration Assistant / Receptionist
Duties and Responsibilities
1. 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
organized.
- 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.
- 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 People and Development
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 rules and regulations. This
are ensuring that all staff and visitors sign in and out in the register
provided, ensure that all 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 Kenyan staff contacts, ensuring the list
is always up to date.
- Administrative
support to Accommodation Officer and People and Development department –
Including filing, photocopying, research, errands and general
administrative support as required
2. 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 People and Development Administrator
- Servicing and
replacement of equipment and furniture – In liaison with the People and
Development Administration Officer assist arranging for the servicing
maintenance of office equipment and furniture as required.
3. 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.
Qualification and Experience
- 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
- Minimum 2
years’ experience in office administration in the Business or NGO sector
is essential
Follow the link below to
apply
NB: Flexi Personnel does not
charge candidates for job placement.
