Marie Stopes Administration Assistant/Receptionist Job in Kenya

Job Framework: Administration Assistant/Receptionist

Role:  Administration Assistant/Receptionist.


Reports To:  People and Development Coordinator.

Liaises With: Country Management Team and other team members.

Duty Station: Marie Stopes Kenya Support Office, Nairobi.

Working Hours: 8.00 am – 5.00 p.m. (Monday to Friday)

Type of Contract:    Short Term -12th November 2012-4th March 2013

Job Objective:

The Administration Assistant/Receptionist role is to perform a wide range of administrative, clerical and office support activities for the Support Office and team members to facilitate the efficient operation of the organisation. Additionally manage the front office.

Key Responsibilities:

  • Provide logistical support to Country Directors office.
  • Receive calls and direct them appropriately.
  • Receive visitors at the Front Office and direct them appropriately.
  • Raise internal requests for stationery, groceries, cutlery and other office supplies.
  • Issue stationery to staff as per their requests.
  • Receive letters and maintain records of the same.
  • Schedule orientation and introduction for new staff in liaison with the Human Resources Department.
  • Assist with filing both HR & Admin documents.
  • Processing of Staff IDs.
  • Scanning, printing and photocopying of documents on request from team members.
  • Prepare monthly stationery consumption reports.
  • Dispatch and receive pouches/ parcels to and from field offices in liaison with Logistics while maintaining records of the same.
  • Maintain records of common telephone lines usage – PERSONAL / OFFICIAL
  • Update and maintain all internal directories including extensions / mobile numbers / field office numbers / head office numbers / Emergency contacts
  • Schedule and coordinate meetings, appointments and travel arrangements for Country Management Team and other team members when the need arises.
  • Coordinate maintenance of the office equipment in liaison with the HR department.
  • Ensure that the Support Office cleanliness is maintained by supervising the work of the Care Assistants in liaison with the HR department.
  • Organize for tea, lunch or any other refreshments during meetings, functions and events as may be directed.
Required Skills:
  • Excellent customer care skills
  • Team building skills
  • Analytical and problem solving skills
  • Decision making skills
  • Attention to detail and high level of accuracy
  • Effective organizational skills
  • Effective communication skills both written and verbal.
  • Excellent computer skills.
  • High level of confidentiality.
Minimum Qualifications
  • Diploma in Business Administration from a recognized institution
  • Degree in Business Administration will be an added advantage.
  • Additional training and experience in administration and record keeping.
  • Computer Proficient.
  • At least two years experience of progressively responsible clerical and administrative work in a busy organisation.
Applications quoting the position title with detailed CVs with contact details of 3 referees should be submitted to:

People and Development Dept
pd@mariestopes.or.ke
Marie Stopes Kenya
On or before 5th November, 2012

NB: Please clearly indicate on the subject as ‘Administration Assistant/Receptionist’

Marie Stopes Kenya is an equal opportunity Employer



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