Job details
Description
Title: Receptionist
Division: Finance and Administration
Reports to: Administration Officer
Supervises: None
Matrix reporting: N/A
Location: AWF Headquarters, Nairobi, Kenya
Position Summary:
The Receptionist serves as the primary contact for all external parties visiting or calling AWF headquarters, playing a key role in enhancing the organization’s image and ensuring smooth front office operations. This position also provides general administrative support to AWF staff, assists in logistics and procurement tasks, and works closely with the Administration Officer to support events planning and management, contributing to the overall efficiency of office operations.
The Receptionist reports to the Administration Officer and works collaboratively with other staff to ensure a professional and welcoming experience for visitors and a well-organized office environment.
Key Responsibilities:
Front Office Operations
- Greet and attend to all visitors, ensuring they are warmly received and directed to the appropriate person or department.
- Maintain the cleanliness and tidiness of the reception area, ensuring it reflects a professional and welcoming atmosphere.
- Manage the reception desk and ensure all inquiries are handled promptly and efficiently
Switchboard Operations
- Operate the office switchboard, receiving, making, and directing calls as required.
- Ensure the switchboard is always functional and promptly report any faults or technical issues.
Administrative Support
- Facilitate the procurement of office supplies, including stationery, and maintain accurate and up-to-date inventory records.
- Maintain the staff absence log and communicate staff availability to relevant personnel.
- Track and report monthly utility usage, including telephones, stationery, and other resources, ensuring timely payment of bills.
- Assist in coordinating meeting room schedules and work with the Office Assistant to organize catering services when needed.
- Support the Logistics Assistant with processing VAT exemption certificates
Logistical Support
- Collaborate and provide support for staff planning field or business trips.
- Facilitate courier services for outgoing mail and parcels, ensuring timely dispatch and efficient tracking.
- Work with the Logistics Assistant to track and finalize clearance for incoming mail and parcels
Vendor and Service Coordination
- Liaise with vendors and service providers for office-related needs, including stationery, telephones, courier services, and taxi arrangements.
- Ensure vendor services are delivered promptly and maintain positive working relationships.
Events Planning and Management Support
- Assist the Administration Officer in planning and coordinating organizational events such as meetings, workshops, and staff functions.
- Help with logistical arrangements for events, including venue bookings, catering, and distribution of materials.
- Maintain a checklist of event requirements and track progress to ensure successful execution.
- Provide on-site support during events to ensure smooth operations and address any arising needs
Requirements and Skills
- Diploma in Office Administration, Front Office Management, Business Administration, or a related field preferred.
- At least 2 years of experience in a similar role, preferably in a professional or international organization.
- Excellent interpersonal and communication skills with the ability to handle diverse visitors and inquiries.
- Strong organizational and time management skills to handle multiple tasks efficiently.
- Proficiency in operating office equipment, including switchboards, printers, and scanners.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- A professional demeanor and a commitment to maintaining confidentiality.
- Ability to work collaboratively with internal teams and external stakeholders.
- Attention to detail and accuracy in administrative tasks and record-keeping.
- Fluency in English; knowledge of French or other local languages is an advantage.
- Problem-solving skills and the ability to adapt to a dynamic work environment.
Work Environment:
The role is based at AWF’s Nairobi headquarters, operating in a fast-paced, multicultural office setting. The position requires frequent interaction with visitors, staff, and vendors.
CLOSING DATE: January 27, 2025
