Receptionist at CARE International Somalia

On Tuesday, April 29th, 2014
Department / Project: Program Support
 
Supervisor: Administration & Facilities Officer

Job Summary: Provide excellent presentation and representation of CARE Somalia by offering excellent service to internal and external customers.

Responsibilities and Tasks

  • Ensure excellent representation of CARE Somalia through telephone and face-to-face communication.
  • Receive CARE Somalia guests, screen them and ensure they are directed to their intended destination in a courteous and polite manner.
  • Receive incoming calls within the third ring, determine the nature of the calls and direct them appropriately.
  • Receive messages on behalf of staff and communicate the same in a clear and timely manner.
  • Ensure that the reception area/lobby is at all times clean and tidy and that the CARE publications are up to date.
  • Identify any security or health risk in the reception area/lobby and inform the Administration Officer
  • Ensure the switchboard is manned at all times during office hours and ensuring lines are working with minimal downtime.
  • Provide basic information about CARE Somalia to guests
  • Ensure all calls requests by staff are made within the agreed time schedule in a professional manner.
  • Ensure staff contact list is updated regularly and shared with staff.
  • Work closely with the Administration Officer (Liaison, Travel & Facilities) to get information on staff whereabouts to enable accurate information sharing.
  • Receive Sealed Bids, issue official receipts to vendors, and place bids in the Tender Box.
  • Receive vendor invoices and provide them to procurement staff.
  • With the assistance of information technology staff, arrange teleconferences and other web-based meetings (skype, chorus-call, etc.) as required.
  • Ensure parcel delivery to couriers / staff; maintain correspondence log book
  • Report monthly on personal phone usage and send this report to your supervisor and copy the Program Support Coordinator on a monthly basis for approval; ensure all staff have telephone PIN codes
  • Coordinate Taxi requests and prepare the invoices for payment.
  • Supervise the Office Assistants and ensure that the office cleanliness is maintained, as well as keeping the gardens attended.  Supervising will entail looking at their APAA objectives on 1st July each year, and seeing that these objectives are met.
  • Perform other tasks and assignments as and when required which are consistent with your level in the organization.
Qualifications:

Education: Diploma in Business Administration/Management, Secretarial Studies or its equivalent from recognized institution.

Experience: A Minimum 2 years related work experience in a busy reception / environment
Certificate: Noted Above
Competencies: Sufficient MS Office Computer Literacy.

Technical Skills

  • Excellent computer skills in Microsoft products and demonstrated application of computer programs.
  • Excellent verbal and written communication skills, cohesive interpersonal skills, with ability to work under pressure and deal with people of varied orientations.
  • Ability to understand and follow complex oral and written instructions and establish and maintain good working relationships with guests, other employees and the general public.
  • Planning and organization skills
  • Basic appreciation of internal control systems
Decision Making Authority: Upon delegated authority
Key Relationships

Internal Contacts: All Members of staff

External Contacts: Visitors / guests, vendors

Direct Reports: Office Assistants

Working Conditions: The position is based in Nairobi with no field visits.

Critical Competencies

  • Team player with excellent inter personal and communication skills
  •  High degree of honesty, integrity with strong work ethics.
  • Strong analytical and decision-making skills
How to apply:

Interested candidates who meet the criteria above are encouraged to send their application letters and detailed CVs to [email protected]m.care.org by 6th May 2014. 

Please indicate ****‘Receptionist’**** as the subject line. 
Only shortlisted candidates will be contacted.
CARE is an Equal Opportunity Employer promoting gender, equity and diversity. Female candidates are strongly encouraged to apply. Our selection process reflects our commitment to the protection of children from abuse.
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