Receptionist At Concern Worldwide

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Receptionist At Concern Worldwide 1 Position
Emploi Recruitment

Nairobi, Kenya

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Full-time
Office and Admin
Posted 1 week ago

Job Description

Main Duties & Responsibilities:

    • 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
Application Instructions

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Emploi Recruitment
Emploi Recruitment

Nairobi, Kenya

51 - 299 people

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