Administrative Assistant at Feed the Children

Station: FEED Office Gigiri -Nairobi

Reporting to: HR/Admin Officer and working closely with the Regional Director Office and all Departments.

Purpose: To be the first point of contact for the organization and coordinate the rest of the sections in the organization ensuring excellent reception that leaves a positive lasting impression about the organization for both internal and external customers.

Major responsibilities:

• Receive & schedule all visitors to the office, respond to their requirements and maintain a record.
• Maintain and operate efficient communication through a telephone switchboard and mobile connection.
• Keep a record of telephone usage and submit monthly report to the HR & Admin Officer.
• Assist in booking air tickets for the teams and other travel itinerary as per instructions from Supervisor.
• Coordinate reservations for the Board Room, catering for meetings and other internal meeting venues.
• Ensure the effective and efficient use of the photocopy and other office equipment by departments.
• Secure bookings of external meeting facilities as/and when required.
• Manage the tracking sheet to ensure smooth flow of documents from end user to the different signatories
• In coordination with the Transport coordinator; Keep a record of the program’s vehicles located in the Gigiri office
• Ensure all repairs and breakages are reported to the operations department on time.
• Ensure cleanness of the office kitchenette and launch area is maintained at all times.
• Timely coordination of activities within the Administration sections.
• Ensure smooth flow of basic office needs kitchen provisions, water, power, rentals and garbage etc.
• Responsible for opening and locking of the main office block and other rooms after work hours.
• Maintain office security by following the laid down procedures for visitors.
• Assist the Regional Director as required in clearing visitors, calls, meetings and other diary management.
• Any other duties as assigned by line manager.

Minimum Qualifications:

• Degree in Business Management Training in Front Office Management / Customer service.
• Excellent Communication and interpersonal skills
• Professional experience operating telephone switchboard and handling flight bookings
• Minimum of two years of experience as a Receptionist/Admin Assistant with at least 1 year in INGO
• Excellent experience in use of office equipment ie. Photocopier, Scanner, Projector and digital cameras.
• Good knowledge of Computer applications, MS Office packages etc.
• Current Certificate of good conduct/Police Clearance.
• Understanding and ability to cope with Child Protection Policies