Transparency International Kenya
(TI-Kenya)
Vacancy: Front Office Intern
Job Summary: Transparency International Kenya (TI-Kenya) is an
autonomous chapter in the Transparency International movement, a non-partisan
global coalition of like-minded individuals and organizations against
corruption with which we share knowledge and exchange ideas for the greater
good of Kenya.
Vacancy: Front Office Intern
Department: Institutional Development
Reports to: Human Resources & Administration Officer
Duty Station: Nairobi
Duration: 3 months with a possible extension to 6 months
TI-Kenya seeks to recruit a Front
Office Intern.
Under the supervision of the Human
Resources and Administration Officer, the Front Office intern will be charged
with handling reception duties and executing assigned administrative tasks to
the highest standards.
As the ‘face’ of the organization,
they will be expected to be knowledgeable about the organization, curious to
learn and handle the organisation’s basic security and telecommunications
system.
Duties and Responsibilities
·
Manage the TI-Kenya reception area:
Ensure that the reception is spotless, manage the switchboard effectively,
respond to general enquiries and attend politely to walk in visitors, receive
incoming calls in a polite manner and forward to relevant extensions/take
messages for those absent.
·
Receive and respond to all inquiries
made at the reception by providing directions, instructions, promotional
materials, or other general information or referring such inquiries to the
appropriate persons
·
Handle all incoming and outgoing mail
functions; including recording of all incoming mail, preparing outgoing mail
(envelopes, packages, etc.), organize courier deliveries and coordinating
cheque dispatches.
·
Ensure that the telephones, water and
sanitation facilities are well maintained.
·
Develop and implement an effective
filing system for administration tasks in the docket.
·
Maintain conference room/boardroom
bookings for meetings and ensure meeting requirements are met.
·
Prepare and process payment memos for
administration services offered. Ensure that bills, invoices, receipts,
statements, delivery notes and other financial requirements are in order.
·
Perform basic bookkeeping, filing,
and other clerical duties such as photocopying, drafting correspondence, etc.
·
Contribute to team effort by
accomplishing related results as allocated from time to time
·
Maintain office security by following
safety procedures and controlling access via the reception door access system
and ensure back up when absent from reception desk
·
Manage official correspondence and
contacts databases.
REQUIRED QUALIFICATIONS, EXPERIENCE
AND COMPETENCIES
·
Recent Graduate in Front Office/
Customer Service/ Business Administration or related field.
·
Proficiency in Microsoft Office Suite
(Word, Access, Excel, PowerPoint, Internet)
·
Strong written and oral communication
skills
·
Demonstrated ability to work
independently and as a team
·
Knowledge of basic book keeping,
telephone system and office management
·
High degree of discretion in dealing
with confidential information
·
customer service orientation,
professional attitude
·
Problem-solving skills
·
Multitasking and time-management
skills, with the ability to prioritize tasks
·
Excellent organizational skills and
multitasking abilities
HOW TO APPLY:
Interested and qualified candidates
are requested to submit one document as an attachment (combining the
application letter and CV with at least three professional referees) by email
to: hr@tikenya.org
Please include the reference: Front
Office Intern as the subject of your email applications.
Do not attach your testimonials or
certificates.
Only shortlisted candidates will be
contacted.
Applications will be processed on
first come basis.
The recruitment is open until filled.
Please note that TI-Kenya does not
charge a fee at any stage of its recruitment process.