Receptionist Job in Kenya – NGO

Closing
date: April 16, 2021 

Job
Title:
 Receptionist

Reports
to:
 Senior Officer Administration &
Security

Job
Location:
 Nairobi, Kenya

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:

Reception:

  • 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

Disclaimer
Clause:

This job description
is not exhaustive and may be revised from time to time.

Concern
has a Programme Participant Protection Policy and Concern Code of Conduct which
has been developed to ensure the maximum protection of programme participants,
especially beneficiaries, from abuse and exploitation, and to clarify the
responsibilities of Concern staff, partner organisations, and anyone engaged by
Concern or visiting our programmes, and the standards of behaviour expected of
them. In this context all Concern staff have a responsibility to the
organisation to strive for, and maintain, the highest standards in the
day-to-day conduct of their work in accordance with Concern’s core values and
mission. Any candidate offered a job with Concern will be expected to sign the
Programme Participant Protection Policy and Concern Code of Conduct as an
appendix to their contract of employment. By signing the Programme Participant
Protection Policy and the Concern Code of Conduct candidates demonstrate they
have understood its content and agree to conduct themselves in accordance with
the provisions of this document. Any breach of the Programme Participant
Protection Policy and Concern Code of Conduct by employees of Concern during
the course of their employment will result in disciplinary action up to, and
including, dismissal.
 *Additionally, Concern is committed to
the safeguardingand protection of vulnerable adults and
children in our work. We will do everything possible to ensure that only those
who are suitable to work or volunteer with vulnerable adults and children are
recruited by us for such roles. Subsequently, working or volunteering with
Concern is subject to a range of vetting checks, including
 *criminal
background checking
.**

Concern’ is the
trading name of ‘Concern Worldwide’, a company limited by guarantee, registered
number 39647; registered charity number CHY 5745, registered in Ireland,
registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow
Concern online:www.concern.net

How
to Apply

Interested candidates, who meet the above requirements, should
send a detailed CV with three referees and Cover
Letter
 Only to 
[email protected] with the subject
of the email as ‘Receptionist-Nairobi’ on or before Friday 16thApril 2021.Only
short-listed candidates will be contacted for interview.

CONCERN WORLDWIDE IS AN EQUAL OPPORTUNITY
EMPLOYER AND DOES NOT CHARGE FOR RECRUITMENT

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