Job Purpose
This role is responsible for provision of efficient
and effective front office services, administrative and transport support to
the Programme under the operations department.
Description:
REPORTS TO: Head of Operations – Nairobi
INDIRECTLY SUPERVISES: None
BUDGET AND RESOURCE RESPONSIBILITY:
Will have limited role in planning expenditure and
managing funds.
Key Responsibilities
Handle incoming and outgoing telephone calls
including assisting staff to make official local and international calls;
Ensure the reception area is well maintained and kept
orderly to project a corporate image;
Security, Health and safety measures; Ensure measures
are adhered to as per policy at front desk; ensure the doors are always locked
and access system is working. Alert any security breach.
Receive and circulate in coming parcels on behalf of
the Programme: Monitor all received and outgoing letters and ensure accurate
records are record kept, mail bag, letters and goods etc;
Customer care: provide first level customer service
support to visitors, respond to general enquiries and guide new staff and
visitors to the correct offices/staff required;
Visitor’s records: records of all visitors coming to
the Programme offices via the reception are well maintained and visitors are
inducted on Health and Safety protocols;
Travel administration: support the various
departments to raise purchase requisitions for travel bookings.
Transport bookings; coordinate and plan for daily
transport bookings from departments for Programme vehicles and
out-sourced taxis. Prepare transport schedules, field work plans and maintain
the requisite records for motor vehicles including monthly vehicle mileage,
fuel consumption and trips made.
Vehicle maintenance and inspection: support the
operations office in daily and period supervision of vehicle inspections and
maintain service tracking report;
Provide administrative support to the Head of
Operations and other staff in the department; draft tax exemption letters in
consultation with the Operations office, submit and maintain track record of
progress of the letters with the relevant authorities;
Archive physical records and electronic files
Stores requisition: support operations office stores
requisitions
Provide leave cover for other Operations staff;
Any other duties that may be assigned from time to
time.
Qualifications
A diploma in Business Administration, Office
Management, Secretarial studies or equivalent.
At least 3 years’ experience in a similar role within
a busy office
Good computer skills with MS Office packages and
basic record keeping
Desirable Criteria
The post holder should have:
Demonstrated ability to organize work, maintain
punctuality and deliver to strict timelines.
Demonstrate high levels of integrity and
confidentiality.
Strong Organizational, planning and administrative
skills.
Good attention to detail and ability to work with
minimal supervision.
Excellent interpersonal, verbal and written
communication skills.
Team worker who is able to work in a multi-cultural
environment with diverse teams.
How To Apply