Administration Assistant / Receptionist Job

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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.

The successful operation of the programme greatly depends on the efficient function of the Support Office and as such the Administration Assistant/ Receptionist holds an important role facilitating this.
The Administration Assistant / Receptionist is a member of the Administration and reports to People and Development Administrator.

Job Title:
 Administration Assistant / Receptionist  

Location: Support Office, Nairobi
 
Reporting to: People and Development Administrator

Probationary Period: 3 months

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.

Marie Stopes Kenya (MSK) is a non-profit social business, working with local partners and the government of Kenya to provide quality, affordable and accessible Sexual and Reproductive Health (SRH) information and services.

MSK is part of the Marie Stopes International (MSI) global partnership, and works to improve the health and quality of life of women, men, and their families.

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

Support Office Management

  • 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.

Measure: 

  • Administrative tasks are fulfilled daily ensuring the smooth running of the Support Office Front desk area.

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.

Measure:

  • Support Office appearance is kept neat, tidy and organised at all times

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.

Measure:

  •  No interruptions to Support Office operations due to utilities outages.

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.

Measure:

  • No clashing meeting due to lack of bookings

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.

Measure:

  • No interruptions to Support Office operations due to maintenance requirements

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.

Measure:

  • No unidentified visitors moving around the compound without being assisted.

Contacts

  • maintain and update the list of Marie Stopes staff Kenya contacts, ensuring the list is always up to date.

Measure:

  • Contact lists are maintained and updated frequently

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.
Measure:

  • Administrative support tasks are fulfilled

Office Supplies Procurement    

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.

Measures

  • No interruptions to Head Office operations due to supplies outages
  • No interruptions to Head Office operations due to maintenance requirements

Head Office Logistics and Travel Coordination    

Mailing

  • 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.

Measure

  • Availability of tracking documents to prove that that all letters and documents sent or received can be tracked to final recipient at all times.

Other Duties 

  • Additional duties as necessary and directed by the People & Development Senior Administrator.

Skills and Experience

Qualifications:

  • Degree from a recognised Institution
  • Postgraduate training in office management or front office management.

Experience:

  • Minimum 2 years’ experience in front office operations in or NGO sector or Hospital is essential, hotel

Skills:

  • 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.

Attitude / Motivation:

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.

There are 13 key behaviours that MSI encourages in all employees and they are defined below:

Initiative

  • Thinking ahead and taking action to make the most of opportunities by finding the optimum solution

Innovative

  • Thinking creatively and outside of the box so that ideas generated create a positive outcome

Effective Communication

  • Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.

Responsive

  • Being responsive to changing priorities and demands

Working Efficiently

  • Planning, prioritising and organising work to ensure work is accurate and deadlines are met

Sharing Information

  • Sharing information and knowledge whilst maintaining confidentiality

Focus on Learning

  • Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further

Commitment

  • Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements

Driven

  • Drive and determination to deliver results

Accountable

  • Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate

Embracing Change

  • Openness to embracing change within the organisation and being able to adjust plans/activities accordingly

Motivated

  • Motivation towards achieving quality results to maximise potential

Team Player

  • Working as part of a team by being supportive, flexible and showing respect for each other

How to Apply

  • Applications quoting the position title with detailed CV, with contact details of 3 referees including their email addresses (1 of which should be your immediate supervisor, 1 former supervisor and 1 any other reference but not your relatives) should be submitted to: [email protected] on or before 10th March 2016. Only shortlisted candidates will be contacted; NB: Please clearly indicate in the subject line as “Administration Assistant & Receptionist –Support Office”
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