Front Office and Administrative Assistant at Kenya Climate Ventures (KCV)

JOB PURPOSE

The Front Office and Administration Assistant is responsible for the day to day running of the reception and KCV office. Whilst pro-actively performing duties as Front Office and Administrative Assistant, the job holder will offer quality service to both internal and external customers. The Job holder will work closely with the corporate services team at Kenya Climate Innovation center.

KEY RESPONSIBILITIES

• Attend to walk in customers and visitors, directing them accordingly as per their request.
• Perform clerical receptionist duties such as typing, filing, photocopying, collating etc.
• Manage the switchboard and answer, screen and forward all incoming phone calls to appropriate parties;
• Receive and sort daily mail/deliveries/couriers and sign for all incoming packages; arrange pick up for out-going package;
• Ensure that all deliveries made in the office are received together with invoices which should be submitted to the senior finance officer;
• Update appointment calendars and schedule meetings/appointments for the CEO and CIO;
• Keep track of stock for office Stationery, Kitchen supplies, drinking water and any other office equipment required for office use and ensure timely requisition of the same;
• Ensure the front desk is always tidy and well organized to portray a professional image to visitors and clients;
• Manage the office cleaning by ensuring that the office is cleaned on time, the kitchen and the bathroom are well cleaned and kept tidy;
• Reconciles monthly corporate credit account for payment in liaison with the Senior Finance Officer;
• Manage transport logistics within the organization;
• Assist in meetings, venue co-ordination, and event organizing;
• Manage office access for all the staff members and clients;
• Monitor the flow of visitors to the office;

Key Competencies

• At least a Degree in Business / Office Administration / Public Relations / Customer Service or any other related field;
• Minimum of 3 years’ experience in Front office administration, or related fields;
• Computer skills including the ability to operate emails, spreadsheet and Word processing programs at a highly proficient level.

Person specifications and Qualifications

• Good customer relations skills;
• Good time management skills, organizing and planning;
• Confident, self-motivated and reliable;
• Good listener, proactive, team builder;
• Good interpersonal skills;