Receptionist / PA at Embassy of Denmark

The main tasks will be:

• Schedule meetings and manage calendar
• Draft correspondence such as emails, letters
• Provide timely and responsive administrative support 
• Arrange and co-ordinate social events, meetings including managing guest lists
• Take accurate and comprehensive notes at meetings
• Plan travel including flight bookings, accommodation and ground transportation 
• Update of contact lists and distribution lists 
• Filing and record keeping 
• Control of visitors entry into the Embassy in liaison with the guards as well as receive and direct visitors 
• Distribute mail and email from the main inbox
• Coordinate and send out invitations for functions 
• Assist with updating of the embassy website and the internal MFA site 
• Office stationery refill 
• Kitchen/toiletries supplies and supervision of support staff 
• Receive and direct calls appropriately to the relevant staff, take messages and make outgoing calls 
• Liaise with relevant kitchen staff in order to prepare tea/coffee, etc.
• Dispatch mails / parcels 
• Act as back-up for the receptionist and PA for the Danish Ambassador to Kenya 
• Other secretarial and administrative related tasks and duties

Required Qualifications

• A Bachelor’s degree in Business Administration or Business Management. 
• Excellent command of English Language
• Minimum 5 years working experience in similar environment
• Skilled in MS Office programs (Word, Outlook, Excel, PowerPoint), and other relevant programmes and applications as well as ability to quickly familiarize oneself with other IT-systems.
• Flexibility and ability to prioritize and plan daily work according to evolving needs, often with short deadlines and shifting tasks.
• Organisational skills and ability to multitask
• Ability to work independently and in a structured and effective manner, with attention to detail and results.
• Excellent written and oral communication skills.
• Team player with excellent interpersonal skills, professionalism and maturity, 
• Flexibility, adaptability, tact, diplomacy and high level of integrity
• Ability to work independently and outside working hours if need arises
• Great interpersonal, inter-cultural skills and team player abilities
• Willingness to take on a variety of tasks reflecting changing priorities 
• Experience working in a diplomatic or international organization