Closing date: April 16, 2021
Job
Title: Receptionist
Reports
to: Senior Officer Administration &
Security
Job
Location: Nairobi, Kenya
Contract
Details: One (1) Year
Job
Summary:
The incumbent will provide receptionist services for the Nairobi office and will support in the day-to-day management of some administrative processes thus enabling successful running of Concern’s operations.
Main
Duties & Responsibilities:
Reception:
- Greeting
visitors and dealing with their requests or directing them to the relevant
staff member
- Answering
the switch board and forwarding calls to the relevant staff member
- Daily
checking of the Nairobi.admin email address and forwarding emails as
appropriate
- Distribute
incoming mail and prepare outgoing mail to be delivered or posted
- Sending
and receiving courier items
Administration:
- Accommodation
bookings in Nairobi for staff and visitors; ensuring that all staff and
visitors are advised in advance of where they will be staying
- Booking
airport pick-up and drop-off for visitors
- Issuing a
temporary phone to visitors, if necessary; ensuring that it is returned
when the visitors leave; ensuring the asset issue form is signed for
phones
- Top-up
pre-paid visitor phone lines, as required
- Maintain
an emergency contact card and issue to visitors on arrival
- Managing
the scheduling of bookings for meeting rooms
- Prepare
payments for administration services e.g. accommodation, telephone,
flights; for telephone ensuring that staff identify personal calls and are
charged for them
- Prepare
payments for utilities for electricity, gas, water – post-paid and
pre-paid; for pre-paid monitoring consumption and ensuring that top-ups
are made before funds run out
- Maintain
the key-holder/office opening/closing board
- Maintain
the office notice board with up-to-date information
- Ensuring
that paper recycling boxes are emptied regularly and that the paper is
dispatched to the recycling facility
- Ensuring
the printers and photocopies have adequate paper and toners; monitoring
usage; facilitating replacement of toners
- Perform
other admin duties such as filing and photocopying admin related documents
- Receive
daily milk and newspaper supplies
- Support in
Partial Clerical (Data entry) work for Kenya Finance Team
- Support in
Logistics processes (facilitate signing of field related documents,
prequalification process, Issuing stock adjustment reports
- Support in
tagging office inventory
- Support in
tracking office supplies stock and place orders (milk, newspaper, kitchen
supplies, stationery store supplies, toners, printing papers, handwashing
soap/foams, sanitizers)
- Liaison
with Isiolo County offices to help with admin supplies replenishment
(prompting if there is any need, facilitating approval of documents raised
by Isiolo staff, support admin related services/supplies
Stores:
- Management
of the admin mini-stores which contain stationery, food items and cleaning
materials; maintaining stores records, keeping the stores clean and tidy
and ensuring that adequate stock levels are maintained
- Issue
monthly stock reconciliation reports for the admin mini-stores
Responding
to Emergencies:
- Participate
and contribute as necessary towards Concern’s Emergency response as and
when necessary
- Comply
with Concern’s health, safety and security guidelines during emergencies
Code
of Conduct and Associated Policies:
- To adhere
to the standards of conduct outlined in the Code of Conduct and associated
policies
- To support
and promote the standards outlined in the CoC and associated policies to
their team, partner organisations and beneficiaries, and be committed to
providing a safe working environment
Job
Specification:
- Diploma or
higher level qualification in Business Administration or other related
discipline
- At least
one (1) years working experience. Previous experience in an international
NGO is an added advantage.
- Excellent
interpersonal and communication skills.
- Confidential,
integrity and ability to handle sensitive situations**
- Excellent
writing and oral skills in English and Kiswahili
- Proficiency
in computer applications
Disclaimer
Clause:
This job description
is not exhaustive and may be revised from time to time.
Concern
has a Programme Participant Protection Policy and Concern Code of Conduct which
has been developed to ensure the maximum protection of programme participants,
especially beneficiaries, from abuse and exploitation, and to clarify the
responsibilities of Concern staff, partner organisations, and anyone engaged by
Concern or visiting our programmes, and the standards of behaviour expected of
them. In this context all Concern staff have a responsibility to the
organisation to strive for, and maintain, the highest standards in the
day-to-day conduct of their work in accordance with Concern’s core values and
mission. Any candidate offered a job with Concern will be expected to sign the
Programme Participant Protection Policy and Concern Code of Conduct as an
appendix to their contract of employment. By signing the Programme Participant
Protection Policy and the Concern Code of Conduct candidates demonstrate they
have understood its content and agree to conduct themselves in accordance with
the provisions of this document. Any breach of the Programme Participant
Protection Policy and Concern Code of Conduct by employees of Concern during
the course of their employment will result in disciplinary action up to, and
including, dismissal. *Additionally, Concern is committed to
the safeguarding* and protection of vulnerable adults and
children in our work. We will do everything possible to ensure that only those
who are suitable to work or volunteer with vulnerable adults and children are
recruited by us for such roles. Subsequently, working or volunteering with
Concern is subject to a range of vetting checks, including *criminal
background checking.**
Concern’ is the
trading name of ‘Concern Worldwide’, a company limited by guarantee, registered
number 39647; registered charity number CHY 5745, registered in Ireland,
registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow
Concern online:www.concern.net
How
to Apply
Interested candidates, who meet the above requirements, should
send a detailed CV with three referees and Cover
Letter Only to nairobi.hr@concern.net with the subject
of the email as ‘Receptionist-Nairobi’ on or before Friday 16thApril 2021.Only
short-listed candidates will be contacted for interview.
CONCERN WORLDWIDE IS AN EQUAL OPPORTUNITY
EMPLOYER AND DOES NOT CHARGE FOR RECRUITMENT
