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
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