Receptionist at Medecins Sans Frontieres (MSF)

OBJECTIVE OF THE POSITION

This position aims at running the reception Performing front office desk tasks within the office to support daily operations. Including answering phone calls, sorting, and delivering mail to employees and greeting visitors and onboarding staff when they arrive.

The receptionist supervises the third-party Cleaners and report to the IT and Facility Manager.

RESPONSIBILITIES:

Admin and Reception:

• Welcome and attend to external and internal visitors to the MSF (Médecins Sans Frontières) EA (Eastern Africa) office.
• Responsible for answering the main office line and administrate MSF EA mail. Collect and dispatch courier.
• Manage office contact repository (other MSF, Regional POI…) and office general information on intranet.

Maintenance and repairs:

• Support service desk with the proper functioning and maintenance of the installation, furniture, and equipment in the office.
• Manage supporting cleaning service contract and the staff cleaner.
• Ensure Breakout area and Kitchens remain well maintained and supplied
• Assist with follow up on work and maintenance carried out by suppliers

Security, hygiene and Safety:

• Ensures the first aid kit is available, accessible, and maintained.
• Manage access to the office in the system (maker/checker with supervisor), issue access/Company ID)

Onboarding / Deboarding

Support Onboarding/Deboarding of staff with

• WhatsApp Group Management, id/access card printing,
• Office tour, access to office, alarm, fire, guide staff to their workstation
• Tour of SharePoint and Self-services, Train Staff on Space management and booking system and ticketing.
• Guide staff on taxi usage and contact

Transport and courier

• Manage booking for office cars, communicate with driver
• Handle local, national, and international courier request.
• Administrate allocation of parking space

Others

• Administrate stationery stock in the office.
• Support with the organization of events in the office.
• Back-up and support for back-office staff/team where feasible.

POSITION REQUIREMENTS

• High School diploma, desirable-post-Secondary education and certificate in administration, Front Office/or related experience
• At least 2 years' experience in a similar job, preferable in the non-profit making sector.
• Fluent in English & Swahili. Knowledge of French/Spanish or other language is an asset.
• Previous experience with MSF or other humanitarian NGOs is considered a plus.
• Highly motivated and interested in the humanitarian sector.
• Flexible with working hours.
• Good Communication Skills

Competencies

• Commitment to MSF Principles
• Cross-cultural Awareness
• Behavioural Flexibility
• Stress Management
• Service Orientation
• Initiative and Innovation
• Teamwork and Cooperation

Application deadline: 8th January 2023