The responsibility of the Administration Assistant/ Receptionist is to ensure the smooth running of the Marie Stopes Kenya Supporting Office at the front desk area, the compound, kitchen and the toilets.
Marie Stopes International (MSI) is a marketing-focused resulted oriented social business that uses modern management and marketing techniques to provide quality family planning and reproductive health services in more than 43 countries world-wide.
The primary responsibility of this role is to further MSI’s Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE
It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES: mission driven, customer focused, results orientated, pioneering, sustainable and people centered
Key Responsibilities and Measures
- Reception and Office Management – answer telephone, greet visitors and suppliers, see to courier deliveries, and keep reception area neat and tidy. Ensure the front area is kept neat and tidy, including maintain and water plants and tidy kitchen, liaise with the support staff to ensure the reception area is clean and has a supply of clean water at all times.
- Supervision of Office Assistants – Supervise the Office Assistants by formulating a check list and duty roaster which the Office Assistants sign after attending to the areas indicated in the checklist. The areas are toilets, kitchen, office floors, office desks, walls, curtains, windows, signposts etc.
- Head Office Utilities – In liaison with the Office Assistants monitor utilities and prepare request for the utilities in case they have gotten to the re order level. Ensure proper record keeping/filing is maintained.
- Boardroom bookings- Make all boardroom bookings when requested and ensure all suppliers e.g. water, tea are availed in the board room for meetings as and when required.
- Office Maintenance – liaise with the P & D Admin to identify areas for repairs and maintenance and follow through on all maintenance requests to ensure completion.
- Security –Limit and control the movement of visitors in and out of the Support Office. Ensure that the Guards at the gate call first call the Reception before any visitor is allowed to come. Ensure sit in the designated area next to the guard house at the gate.
- Contacts – maintain and update the list of Marie Stopes staff Kenya contacts, ensuring the list is always up to date.
- Administrative support to the People and Development Department – incl. filing, photocopying, research, errands and general administrative support to the People and Development Manager as required.
- Administrative tasks are fulfilled daily ensuring the smooth running of the Support Office Front desk area.
- Support Office appearance is kept neat, tidy and organised at all times
- No interruptions to Support Office operations due to utilities outages.
- No clashing meeting due to lack of bookings
- No interruptions to Support Office operations due to maintenance requirements
- No unidentified visitors moving around the compound without being assisted.
- Contact lists are maintained and updated frequently
- Administrative support tasks are fulfilled
- Office supplies – Ensure availability continued supply of sufficient supply of supplies, including but not limited to stationary, kitchen supplies such as tea, coffee, sugar, milk, kitchen cutlery, filtered water, tissue paper and other office supplies are constantly available and reorder when needed through the P & D Administrator.
- Head Office Utilities – In liaison with the Office Assistants monitor utilities and prepare request for the utilities in case they have gotten to the re order level. Ensure proper record keeping/filing is maintained.
- Servicing and replacement of equipment and furniture – In liaison with the P & D administrator and P & L department assist arranging for the servicing maintenance of office equipment and furniture as required.
- No interruptions to Head Office operations due to supplies outages
- No interruptions to Head Office operations due to maintenance requirements
- Receive and distribute all mail for staff and letters received at the desk and maintain a record of the same.
- Liaise with the storekeeper to ensure all letters and parcels sent from the P&D office receive a tracking number for follow up purposes.
- Maintain a log book where all letters to staff form the P&D department are signed for for tracking purposes.
- Availability of tracking documents to prove that that all letters and documents sent or received can be tracked to final recipient at all times.
- Additional duties as necessary and directed by the People & Development Senior Administrator.
Qualifications:
- Diploma Front office administration form a recognised institution
- Tertiary certificates in business studies, office management or training in front office
- Minimum 2 years’ experience in front office operations in or NGO sector or Hospital is essential, hotel
- A high standard of written/spoken English
- Advanced computer skills, experience in MS Word, Excel and Outlook essential
- Demonstrated high attention to detail and ability to follow through tasks to completion
- Punctual and reliable
- Outspoken with a pleasant personality
- Good organisation and prioritisation skills
- Ability to work self directed and use initiative
- Trustworthy and responsible
- Ability to maintain high levels of confidentiality.
Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
Initiative
- Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
- Thinking creatively and outside of the box so that ideas generated create a positive outcome
- Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
- Being responsive to changing priorities and demands
- Planning, prioritising and organising work to ensure work is accurate and deadlines are met
- Sharing information and knowledge whilst maintaining confidentiality
- Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
- Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
- Drive and determination to deliver results
- Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
- Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
- Motivation towards achieving quality results to maximise potential
- Working as part of a team by being supportive, flexible and showing respect for each other
If you believe your career objectives match this exciting position, please forward your application and detailed C.V stating your current position, remuneration, contact details by 22nd December 2015 to the
Only shortlisted candidates will be contacted;
NB: Please clearly indicate in the subject line as “Administration Assistant & Receptionist –Support Office”