Job title:  Office Receptionist (Ref. No. IHA/KEHSS/03)

Reports to: 

Administration and Finance Manager

1. Aim of the job

The Office Receptionist will have responsibility for receiving visitors, incoming mails, dispatching outgoing mails, receiving telephone calls and linking them to appropriate officers, safe keeping of records of activities associated with the project and maintaining the petty cash. The holder of the position reports to Administration and Finance Manager.

2. Main Tasks

  • Preparing official project documents.

  • Receiving visitors, ascertain the nature of their business and relaying information to the officer or person concerned appropriately.

  • Maintaining diaries of appointments, meetings, occasions, official travelling and other schedule of activities for the project.

  • Handling incoming and outgoing telephone calls to appropriate destinations.

  • Handling incoming and outgoing office communication and ensure documentation and files are in order.

  • Storing small office equipment, supplies and accessories.

  • Serve as the project cashier and undertake book keeping tasks for cash maintained in the office.

  • Perform the monthly petty cash count under the supervision of the administration and finance manager.

  • Preparing for the Administration and Finance Manager a requisition for office supplies.

  • Supervising general office services and cleanliness.

3. Additional tasks

  • Support the Administration and Finance Manager with managing the content on the project website through the content management system.

  • Performing any other related duties as may be assigned by his/her line superior from time to time.

4. Guidelines

  • Project Administration Manual for Local Offices (AMLO) and Swiss TPH financial management guidelines.

  • IHA administration and financial management guidelines.

  • Applicable Kenyan laws.

5. Qualification

  • Diploma in Secretarial Studies or equivalent qualification.

  • Bachelor’s degree an added advantage.

  • Excellent written and oral communication skills in English and Swahili.

  • Very good knowledge of MS Office, internet and e-mail use.

  • 3 years’ work experience in a similar role.

  • Excellent communication skills.

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