Reports to: Senior Officer Administration & Security

Contract Details: One (1) Year

Job Summary

The incumbent will provide receptionist services for the Nairobi office and will support in the day-to-day management of some administrative processes thus enabling successful running of Concern’s operations.

Main Duties & Responsibilities:

• • Greeting visitors and dealing with their requests or directing them to the relevant staff member
  • Answering the switch board and forwarding calls to the relevant staff member
  • Daily checking of the Nairobi.admin email address and forwarding emails as appropriate
  • Distribute incoming mail and prepare outgoing mail to be delivered or posted
  • Sending and receiving courier items

Administration

• Accommodation bookings in Nairobi for staff and visitors; ensuring that all staff and visitors are advised in advance of where they will be staying
• Booking airport pick-up and drop-off for visitors
• Issuing a temporary phone to visitors, if necessary; ensuring that it is returned when the visitors leave; ensuring the asset issue form is signed for phones
• Top-up pre-paid visitor phone lines, as required
• Maintain an emergency contact card and issue to visitors on arrival
• Managing the scheduling of bookings for meeting rooms
• Prepare payments for administration services e.g. accommodation, telephone, flights; for telephone ensuring that staff identify personal calls and are charged for them
• Prepare payments for utilities for electricity, gas, water – post-paid and pre-paid; for pre-paid monitoring consumption and ensuring that top-ups are made before funds run out
• Maintain the key-holder/office opening/closing board
• Maintain the office notice board with up-to-date information
• Ensuring that paper recycling boxes are emptied regularly and that the paper is dispatched to the recycling facility
• Ensuring the printers and photocopies have adequate paper and toners; monitoring usage; facilitating replacement of toners
• Perform other admin duties such as filing and photocopying admin related documents
• Receive daily milk and newspaper supplies
• Support in Partial Clerical (Data entry) work for Kenya Finance Team
• Support in Logistics processes (facilitate signing of field related documents, prequalification process, Issuing stock adjustment reports
• Support in tagging office inventory
• Support in tracking office supplies stock and place orders (milk, newspaper, kitchen supplies, stationery store supplies, toners, printing papers, handwashing soap/foams, sanitizers)
• Liaison with Isiolo County offices to help with admin supplies replenishment (prompting if there is any need, facilitating approval of documents raised by Isiolo staff, support admin related services/supplies

Stores

• Management of the admin mini-stores which contain stationery, food items and cleaning materials; maintaining stores records, keeping the stores clean and tidy and ensuring that adequate stock levels are maintained
• Issue monthly stock reconciliation reports for the admin mini-stores

Responding To Emergencies

• Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
• Comply with Concern’s health, safety and security guidelines during emergencies

Code Of Conduct And Associated Policies

• To adhere to the standards of conduct outlined in the Code of Conduct and associated policies
• To support and promote the standards outlined in the CoC and associated policies to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment

Job Specification

• Diploma or higher level qualification in Business Administration or other related discipline
• At least one (1) years working experience. Previous experience in an international NGO is an added advantage.
• Excellent interpersonal and communication skills.
• Confidential, integrity and ability to handle sensitive situations**
• Excellent writing and oral skills in English and Kiswahili
• Proficiency in computer applications