Receptionists at Elizabeth Glaser

Job Summary
To provide front office support to the EGPAF Kenya Nairobi Office.

Responsibilities for the Receptionist Jobs

Reception

• Answer incoming telephone calls and take messages ensuring that communications are efficient, accurate and comprehensive.
• Receive visitors and direct them to the concerned person using good public relations skills
• Maintain reception information/literature.
• Keep the reception area (and whole office) tidy and welcoming during office hours.
• Ensure Nairobi Office Access Procedures are followed at all times.
• Update EGPAF Kenya Staff Contact list on a monthly basis and disseminate to All Staff.
• Ensure good relationship between the Foundation and the public in person, over the phone, and through e-mails when interacting with or visiting the Nairobi Office.
• Ensure the reception is manned at all times; during leave and lunch time.

Mail Administration

• Receive and distribute mail accordingly; acknowledge receipt of all incoming mails, register the same and channel to responsible official for action.
• Administer outgoing documents and parcel courier through DHL and Securicor.
• Compile all documentation for payment.

Travel

• Oversee and facilitate hotel, transport logistics, visa requirements, and other travel needs for staff.
• Organize and assist with international travel arrangements for all staff.
• Manage requests for taxis and ensure all invoices are prepared and submitted to the finance office for payment.
• Manage key vendor relationships with local hotels, Travel Agency, etc.

Petty Cash Management

• Update petty cash register on a daily basis, attaching all original receipts
• Maintain and administer the Nairobi office petty cash as per the petty cash policy
• Ensure all petty cash approval thresholds are adhered to.

Office supplies

• Receive and log office supplies including carrying out periodic stock takes and replenishment

Qualifications for the Receptionist Job

• Diploma in Secretarial studies.
• A minimum of 2 years’ experience as Receptionist.
• Previous experience in working with international NGO’s is required.
• Strong interpersonal communication, relationship building and organizational skills
• High quality written & oral communication ability
• Ability to negotiate solutions to problems
• Strong computer literacy
• Fluent reading, writing, and speaking in both Kiswahili and English