Administrative Assistant and Receptionist

Responsibilities

Reception Area – Kenya Country and Regional Offices

• Answer the telephone, screen, refers calls, and take messages, as appropriate, promptly, accurately, professionally and courteously.
• Receives, directs, and tracks all incoming/outgoing correspondence (emails, courier packages, faxes, etc.) adhering to established procedures in the mission.
• Greet visitors and provide a positive image of IOM and hospitality for visitors, meetings/conferences participants and suppliers. Verify that reception area is well organized and presentable at all times. 

Administration and Payment Processing - IOM Nairobi offices (i.e. Lavington, MHAC, TC and Eastleigh)

• Receive, monthly office utilities and common service bills/invoices such as (but not limited to) offices rent, internet, land line and mobile telephone services, electricity, municipality water, security guard service, drinking water, garbage collection, generator maintenance, pest control, cleaning service, printers maintenance.
• Verify the accuracy of received invoices to check if they correspond to the services rendered and comply with relevant guidelines.
• Prepare and submit timely payment requests for approved bills/invoices by reviewing relevant documentation for accuracy and compliance. Keep records of submitted requests, track their status for timely processing, while adhering to deadlines.
• Performs such other duties as may be assigned from time to time

Education

• High school diploma with four years of relevant experience; or,
• Bachelor’s degree in Secretarial Studies or related field with two years of relevant experience

Experience

• Previous experience with UN agencies/NGOs/IOs preferred. 
• High level computer skills in MS Office especially Excel, Word, Access and Outlook.
• Working knowledge in operating office equipment such as PABX, photocopier. 
• Excellent client relations skills. 

Skills

• Clear and concise communication in writing (English). 
• Excellent planning, organizational and time management skills.
• Attention to details, multitasking, positive interpersonal skills, initiative and problem-solving abilities
• Proven ability to communicate cross-culturally.
• Solid computer skills, including proficiency in MS Office Packages (Office Excel, Power Point, SharePoint, Adobe Pro, Zoom, Outlook).
• Effective Communicator, successful negotiation, creative analytical thinker, active learner, strong team player and cross-cultural facilitator.