Administration Assistant
 
Industry: Health Care
 
Location: Nairobi
 
Salary: Kshs. 45,000 - 60,000
 
Our Client, an international NGO whose core business is reproductive health and family planning to millions of the world’s poorest and vulnerable women is seeking to recruit an Administrative Assistant / Receptionist.
 
Duties and Responsibilities

Reception and Office Management 

  • Answer telephone, greet visitors and suppliers, see to courier deliveries, and keep reception area neat and tidy. 
  • Ensure the front area  is kept neat and tidy, including maintain and water plants and tidy kitchen, liaise with the support staff to ensure the reception area is clean and has a supply of clean water at all times.
Supervision of Office Assistants 
  • Supervise the Office Assistants by formulating a check list and duty roaster which the Office Assistants sign after attending to the areas indicated in the checklist. The areas are toilets, kitchen, office floors, office desks, walls, curtains, windows, signposts etc.
Head Office Utilities 
  • In liaison with the Office Assistants monitor utilities and prepare request for the utilities in case they have gotten to the re order level. 
  • Ensure proper record keeping/filing is maintained.
Boardroom bookings
  • Make all boardroom bookings when requested and ensure all suppliers e.g. water, tea are availed in the board room for meetings as and when required. 
Office Maintenance 
  • Liaise with the P & D Admin to identify areas for repairs and maintenance and follow through on all maintenance requests to ensure completion.
Security 
  • Limit and control the movement of visitors in and out of the Support Office. 
  • Ensure that the Guards at the gate call first call the Reception before any visitor is allowed to come. 
  • Ensure sit in the designated area next to the guard house at the gate.
Contacts 
  • Maintain and update the list of Marie Stopes staff Kenya contacts, ensuring the list is always up to date.
Administrative support to the People and Development Department - incl. filing, photocopying, research, errands and general administrative support to the People and Development Manager as required.

Skills and Qualifications
  • Strictly Diploma Front office administration form a recognized institution
  • Minimum 2 years’ experience in front office operations in or NGO sector or Hospital is essential, hotel
  • A high standard of written/spoken English
  • Advanced computer skills, experience in MS Word, Excel and Outlook essential
  • Demonstrated high attention to detail and ability to follow through tasks to completion
  • Punctual and reliable
  • Outspoken with a pleasant personality
  • Good organization and prioritization skills
  • Ability to work self-directed and use initiative
  • Trustworthy and responsible
  • Ability to maintain high levels of confidentiality.
To apply, send your CV and cover letter only to cvs@flexi-personnel.com before close of business 12th January, 2016. 

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