Receptionist at Act Change Transform (Act!)

On Monday, August 4th, 2014

Act Change Transform (Act!) is a local Non-Governmental Organization whose mission is to facilitate the empowerment of marginalized people and communities in Kenya and neighboring countries, to become active participants in their development by enabling them to: stand up for their rights; demand good governance in the management of resources; and participate in decision making processes. 

Act! does this through implementing partners, offering them capacity development, management of grants so that value for money is achieved and providing strategic leadership in national advocacy for the benefit of women, youth, people with disabilities and other marginalized communities.

Ref: ACT/R/10/2014

Job Summary: The Receptionist will primarily be responsible for providing front office, clerical and administrative support function to Act! operations while ensuring that the organization’s front office requirements are supported in an effective, efficient and professional manner.

Key Responsibilities
Specifically, the Receptionist will be responsible for but not limited to:
Provision of front office support services which includes among others the following:
  • Promptly and courteously receive, direct and relay telephone and fax messages to the appropriate recipients
  • Professionally receive and direct visitors to the appropriate and relevant departments or staff members
  • Receive, log in and in liaison with the Admin Officer coordinate the delivery of both incoming and outgoing mails through the internally established mail handling system
  • Maintain the front office filing system and file all general and unsolicited correspondence
  • Respond to public inquiries and or direct them to the appropriate department and or staff when not in a position to adequately respond to the requests
  • Coordinate with the Admin Officer on report generation and allocation of monthly telephone bills from the Call Accounting software
  • Coordinate the dispatch of cheques from finance to the vendors via the cheque dispatch register
  • Ensuring that the front office is clean, tidy and meticulously maintained at all times
  • Coordinate phone equipment repairs and maintenance with the Admin Officer
  • Recording daily deliveries of newspapers for reconciliation of monthly invoices
  • Manage the booking of the conference room facilities for all internal meetings
  • To undertake any other reasonable duty as may be assigned that is consistent with the nature of the job and its level of responsibility
Qualifications, Experience and Skills
The minimum required academic and professional skills for the jobholder to perform successfully in their job are:
Academic qualifications
  • A Diploma in business management, public relations or related field
Experience in years and indicate level of experience
  • At least 4 years’ experience in secretarial field in a busy environment with sound understanding of NGO operations
Essential competencies
  • Negotiation and problem solving skills
  • Excellent organization and coordination skills
  • Good interpersonal and communication skills
  • Must be culturally sensitive with proven phone etiquette
  • Highly proficient in MS Word, Excel, Access, Power-point and the use of Internet for research
How to Apply
If you meet the requirements as contained in the description, please submit (1) a detailed and current CV; (2) an application cover letter demonstrating why you qualify for this opportunity, quoting your current and expected gross salary. 
All applications should be submitted electronically to [email protected] quoting the reference number (ACT/R/10/2014). 
Only candidates short-listed for interview will be contacted.

Deadline for applications submission is 5:00pm Friday August 8, 2014
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