Jobs at World Bank Group

Duties and Accountabilities

• Liaising with relevant Ministries, Government Departments and IFC staff members on matters relating to the issuance of Residence /Work Permits and Entry Visa’s to Kenya.
• Process and follow up with the relevant Ministries on visa requests for staff coming from countries with no Kenya diplomatic representation.
• Build diplomatic and protocol networks for the IFC with various Government Ministries and Departments.
• Managing VIP visits including airport clearance while providing logistical support in collaboration with the administrative and security teams.
• Brief new staff members on visa and immigration requirements.
• Liaising with HR on matters relating to staff contracts and entitlements.
• Timely processing of exemption documents including Vehicle registration, Importation, Deregistration and the processing of the ProA, Pro1A, Pro1B, Pro1C, Pro D forms.
• Timely processing of shipping documentation for duty free importation of Goods.   
• Timely processing of documentation for Value Added Tax Exemptions.
• Liaising with designated clearing agents to ensure the timely clearance of Bank vehicles, equipment machinery and other assets for the Country office.
• Processing Diplomatic Identification Cards.
• Processing Drivers Licenses including renewals.
• Processing Personal Identification Numbers (PIN) from the Kenya Revenue Authority.
• Processing Diplomatic License Plates or Civilian License Plates.
• Processing the staff Notification of Departure.
• Maintenance of effective management systems for information storage and tracking of documentation submitted to various Government Ministries and Department.

Selection Criteria

• Minimum of High school diploma, Bachelor’s Degree preferred with at least 2 years or more of experience, or the equivalent combination of education and experience. 
• Relevant work experience in a large multinational organization.
• Demonstrated proficiency in office productivity tools (including MS Office, Excel, PowerPoint, Word, Outlook).
• High degree of judgment and tact in handling, processing and communicating matters of a sensitive and confidential nature.
• High degree of motivation, initiative, flexibility and reliability.
• Outstanding interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations which require good judgment, tact and diplomacy.
• Proven ability to work effectively in a team-orientated, multi-cultural environment, and function as an effective team member in various groups.
• Ability to prepare reports and tracking reports of communications submitted to various government ministries and department.
• Strong written and communication skills in English. 
• Ability to produce high quality work under pressure.
• Effective time management and organizational skills.

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The ET Temporary - Receptionist will be responsible mainly for receiving the clients as the first point of contact, providing general assistance with correspondence and information inquiries.  This position works closely with and reports to the Executive Assistant under the overall supervision of the IFC Country Manager, Kenya Cluster.

Role & Responsibilities:

This is an entry level office support position which contributes to the smooth running of the daily operations of the office. The ET Temporary (Receptionist) will carry out a full range of tasks that may vary according to office needs and requirements.  Duties will include managing the reception, courier services, correspondence distribution, videoconference scheduling and providing support in ad-hoc activities as required. 

• Responsibilities will involve collaboration with team members in the Kenya Office, as well as frequent interaction with external counterparts such as Consultants, Government Officials, International Donors, Service Providers, Vendors and members of the Private Sector and Civil Society.
• Receive visitors and answer queries in a polite and meaningful manner while ensuring that security procedures are followed.
• Provide high quality telephone service through the switchboard by answering queries, taking accurate phone messages and ensuring that they are routed in a timely manner to the intended recipient in an efficient, pleasant and effective manner.
• Handle and report any anomalies in the communication systems. 
• Manages incoming and outgoing mail, courier services and the weekly pouch while ensuring that any mail addressed to the Country Office is properly registered and delivered to the Front Office as quickly as possible.
• Compiling invoices for the various mail and courier vendors.
• Receiving and compiling vendor tenders to share with appropriate receiving teams.
• Receive and forward invoices to appropriate departments including the coordination of office supply and service orders with vendors.  
• Coordinating the delivery of payments.
• Maintain an up-to-date database of Government Officials, Donors, UN agencies, Non-Governmental Organizations, vendors and other institutions and persons regularly associated with the work of the Country Office.
• Maintaining the internal office directory listing of staff sitting locations, extension numbers, cellphone numbers and continuously updating and circulating to staff.
• Manage the scheduling of multiple videoconferences and meeting rooms. 
• Supports logistical coordination for conferences, workshops, retreats, learning events, sending invitations to participants and follow up on confirmation of attendance as necessary.
• Serve as a backup for IFC Program Assistants and provide support to IFC visiting missions and teams on the ground as required.
• Handle filing and other administrative duties as required.
• Handling and solving non-routine tasks and requests (responding to requests requiring address queries etc.).
• Provide general office support as required and assigned to ensure the smooth functioning of the Country Office.

Selection Criteria

• Minimum of a High school diploma, Bachelor’s Degree preferred with at least 2 years or more of experience, or the equivalent combination of education and experience. 
• Similar or relevant work experience as a Receptionist in a large multinational and multi-lingual organization.
• Proficiency in using advanced functions of computer applications such as Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Excellent interpersonal and communication skills and the ability to interact effectively with clients and staff at all levels.
• Strong written and communication skills in English. 
• Ability to draft and translate simple correspondence as required.