Responsibilities
- Attending and ensuring that all incoming visitors and callers are attended to appropriately and professionally maintaining the organization’s image
- Support in hosting visitors and guests to ensure a warm reception
- Efficiently track movement of documents in and out of the organization to ensure an audit trail and professional handling of documents
- Providing office support in a timely and effective manner to assure staff facilitation
- Procuring and managing the office supplies and stationery
- Create, maintain and build good relationships with suppliers/vendors negotiating for the best deals for the organization.
- Receiving, recording and dispatching incoming and outgoing office letters and documents in a systematic manner and as per agreed standards
- Processing various monthly bill payments
- Provide support in maintaining office hygiene including office cleaning and maintenance of a neat environment
- Support in arranging and execution of office events and logistics as required
- Provide and serve timely snacks and refreshments for staff gatherings and meetings as per request and plan
- Assist in monitoring, controlling and ordering office supplies
- Make errands as per requests and plans
- Process regular and emerging administrative obligations such as bills payment
- Ensure timely settlement of all financial obligations such as cash reports, expense reports etc.
- Perform other duties as assigned by the Senior Manager Administration and Human Resources
Requirements
- Diploma in Public Relations or Business or a related field
- A minimum of 2 years’ experience in a busy reception or administration office
- Fluent in written and spoken English and Swahili
- High level of proficiency with Microsoft PowerPoint and Outlook
- Proficiency with Microsoft Word and Excel
