Receptionist at Embassy of Switzerland

Main Tasks: 

• Phone calls management 
• Answering phone, advising clients on their needs; 
• Transfer of calls to relevant staff. Front Office Management 
• Opening door, welcoming guests, interaction with guards respecting Embassy security guidelines; 
• Meeting room reservations Safaricom Management 
• Paperwork and activation/deactivation of Sim cards for new joiners and leavers; 
• Validation of invoices; 
• Follow up of bills and advisory on overpayment-TS to repay the office. Others 
• Administrative support to the Special Envoy when required 
• Routine correspondences to service providers and institutions including diplomatic notes, follow up on UN Commissionary and passes; 
• Update of contacts in contact software (Absidion) for Operations Management and Consular; 
• Update contact/phone lists; 

Professional qualifications and experience 

• Diploma in either Customer care management / travels management / Communications & Public Relations or Business Administration from a reputable institution; 
• Front office experience, knowledge of travel arrangements and administrative support management is an asset; 
• Minimum 3 years’ experience in Administration / Front office / travels management; 
• Perfectly fluent in English language, written and spoken; 
• Proficiency in full Microsoft office suite; 

Required skills 

• Highly motivated, committed and able to work in a team; 
• Excellent organisational skills; 
• Ability to communicate effectively and in a diplomatic manner at all levels; 
• Ability to work independently and under pressure and with minimal supervision; 
• High degree of adaptability/flexibility and capacity to learn; 
• Precise, dynamic and high level of integrity and loyalty; 
• Strong service and customer orientation (both internal and external). 
• Must be proactive, firm and respectful.