Administration Assistant/Receptionist at Centre for Health Solutions - Kenya (CHS)

Job Responsibilities

• Ensure prompt and efficient initiation and reception of calls, identifying the caller’s requirements and referencing appropriately.
• Receive visitors promptly and direct them appropriately, providing information and assistance whenever possible.
• Ensure organization of the reception.
• Maximize the use of our meeting room resources by scheduling and coordinating meetings, trainings, and interviews through accurate maintenance of the electronic boardroom calendar in addition to organizing for catering where applicable.
• Oversee incoming and outgoing correspondence, including distributing as appropriate and tracking items for follow up.
• Make taxi arrangements for staff when requested and do a monthly reconciliation of the bills for payment.
• Provide assistance with photocopying and in house document binding in collaboration with the office assistant.
• Ensure proper management of PABX machine and maintenance of office extension list.
• Ensure timely processing of requests for the installation, transfer, repair and disconnection of system telephones in liaison with the ICT officer.
• Ensure that office utility bills are paid on time, including internet, telephone etc.
• Ensure accurate information sharing including recording of all invoices, correspondence and parcels received and dispatched.

Qualifications

• Bachelor’s degree in any business related field or its equivalent
• At least three (3) years progressive experience in office management preferably with a health-orientated NGO
• Proficiency in MS Office tools and office automation solutions
• Certificate in secretarial duties or front office operation is an added advantage