Receptionist / Administrative Assistant at International Foundation for Electoral Systems

Job Description

PRIMARY FUNCTION/PURPOSE:

Provide visitor management assistance, general administrative, and communication duties

MAJOR DUTIES AND RESPONSIBILITIES:

• Receptionist
  • Serve visitors by greeting, welcoming, directing and announcing them appropriately
  • Answer, screen and forward any incoming phone calls while providing basic information when needed
  • Receive and sort daily mail/deliveries/couriers
  • Maintain security by following procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
  • Update appointment calendars and schedule meetings/appointments
  • Perform other clerical receptionist duties such as filing, photocopying, collating, faxing etc.
• Administrative tasks
  • Coordinate travel arrangements
  • Submit and reconcile expense reports
  • Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Communication
  • Facilitate effective internal communications
  • Assist in the preparation of reports and presentations
  • Coordinates use of the phone notification system for the purpose of ensuring accurate and timely communications as needed
• Performs other duties as assigned

SUPERVISION EXERCISED: NA

POSITION REQUIREMENTS:

Education:

0-2 years of office support and administrative functions

Experience:

Experience working within an international environment and handling international preferred

Related Skills or Knowledge:

Experienced with Microsoft Excel, Word and PowerPoint required. Familiarity with USAID and other international donor regulations a plus.

LANGUAGE SKILLS:

English required. Proficiency in Swahili language a plus

TRAVEL: NA

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment, with occasional field travel. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.