To provide front office support to the EGPAF Kenya Kakamega Office.
Essential Duties and Responsibilities
Answer incoming telephone calls and take messages ensuring that communications are efficient, accurate and comprehensive.
Receive visitors and direct them to the concerned person using good public relations skills
Maintain reception information/literature.
Keep the reception area (and whole office) tidy and welcoming during office hours.
Ensure Kakamega Office Access Procedures are followed at all times.
Update EGPAF Kenya Staff Contact list on a monthly basis and disseminate to All Staff.
Ensure good relationship between the Foundation and the public in person, over the phone, and through e-mails when interacting with or visiting the Kakamega Office.
Ensure the reception is manned at all times; during leave and lunch time.
1.2 Mail Administration
Receive and distribute mail accordingly; acknowledge receipt of all incoming mails, register the same and channel to responsible official for action.
Administer outgoing documents and parcel courier through DHL and Securicor.
Compile all documentation for payment.
Oversee and facilitate hotel, transport logistics, visa requirements, and other travel needs for staff.
Organize and assist with international travel arrangements for all staff.
Manage requests for taxis and ensure all invoices are prepared and submitted to the finance office for payment.
Manage key vendor relationships with local hotels, Travel Agency, etc.
1.4 Petty Cash Management
Update petty cash register on a daily basis, attaching all original receipts
Maintain and administer the Kakamega office petty cash as per the petty cash policy
Ensure all petty cash approval thresholds are adhered to.
1.5 Office supplies
Receive and log office supplies including carrying out periodic stock takes and replenishment
Education & Experience
Diploma in Secretarial studies.
A minimum of 2 years’ experience as Receptionist.
Previous experience in working with international NGO’s is required.
Knowledge, Skills & Abilities
Strong interpersonal communication, relationship building and organizational skills
High quality written & oral communication ability
Ability to negotiate solutions to problems
Strong computer literacy
Fluent reading, writing, and speaking in both Kiswahili and English
To apply for this job please visit www.brightermonday.co.ke.