Main Tasks:
- Phone calls management
- Answering phone, advising clients on their needs;
- Transfer of calls to relevant staff. Front Office Management
- Opening door, welcoming guests, interaction with guards respecting Embassy security guidelines;
- Meeting room reservations Safaricom Management
- Paperwork and activation/deactivation of Sim cards for new joiners and leavers;
- Validation of invoices;
- Follow up of bills and advisory on overpayment-TS to repay the office. Others
- Administrative support to the Special Envoy when required
- Routine correspondences to service providers and institutions including diplomatic notes, follow up on UN Commissionary and passes;
- Update of contacts in contact software (Absidion) for Operations Management and Consular;
- Update contact/phone lists;
Professional qualifications and experience
- Diploma in either Customer care management / travels management / Communications & Public Relations or Business Administration from a reputable institution;
- Front office experience, knowledge of travel arrangements and administrative support management is an asset;
- Minimum 3 years’ experience in Administration / Front office / travels management;
- Perfectly fluent in English language, written and spoken;
- Proficiency in full Microsoft office suite;
Required skills
- Highly motivated, committed and able to work in a team;
- Excellent organisational skills;
- Ability to communicate effectively and in a diplomatic manner at all levels;
- Ability to work independently and under pressure and with minimal supervision;
- High degree of adaptability/flexibility and capacity to learn;
- Precise, dynamic and high level of integrity and loyalty;
- Strong service and customer orientation (both internal and external).
- Must be proactive, firm and respectful.
How to apply:
Modalities of Employment and Application
- Duty station is Nairobi.
- Applicants should include a letter of motivation (maximum 1 page) detailing the strategic relevance of a receptionist in the Embassy and a CV (maximum 3 pages). Certificates and other testimonials should not be submitted at this stage.
- Interested applicants should submit their applications to [email protected] by latest 5:00pm 19th February 2023.
- Start date: 1st April 2023.
Kindly take note of the following
- You are highly encouraged to apply only if you meet the minimum requirements.
- Please be advised that the Embassy of Switzerland does not charge any fees from applicants at any stage nor has it engaged a third party to facilitate this hire.
- We regret that only shortlisted candidates will be contacted. If you do not hear from us within two weeks post application, please consider your application unsuccessful.
- All communications to the successful candidates will be done using the official contacts as listed on our website.
