Receptionist / Office Assistant

Vacancy Announcement
Position: Receptionist / Office Assistant

Organization    Horn Relief, www.hornrelief.org

Position Title    Receptionist / Office Assistant
Position Location    Nairobi
Duration    1 year (renewable)
Starting date    Immediate
Application deadline    Sunday  6th February ,2011
Vacancy contact    Please send applications to vacancies@hornrelief.org - Horn Relief will only respond to short-listed applicants.

Organizational Background
Horn Relief is an international development and humanitarian organization which focuses on increasing sustainable livelihoods for (agro-) pastoralists and coastal communities in Somalia as well as cross-border areas in neighbouring countries. Presently it has programmes focusing on water & sanitation, food security, non-formal education, vocational training, cash relief, as well as humanitarian emergency response. The present donor portfolio includes European Commission, USAID, UNICEF, HRF, Netherlands Ministry of Foreign Affairs, Oxfam Novib, Oxfam Canada and others.
The Head Office in Nairobi is responsible for programme and policy development, project identification, planning, monitoring and, evaluation, logistical, personal and security support activities, recruitment, financial accountability, networking, fundraising and reporting. The field offices are responsible for project implementation in partnership with the community and other stakeholders.

General Description of the Role
The Receptionist / Office Assistant will be a full-time member of the Horn Relief staff, working with the and will be expected to act as part of the administration team and as such the job role may occasionally be altered to help others complete their duties .He/She will be tasked with ensuring the efficient day-to-day operation of the Operations department, and support the work of management and other staff. He/She will work with the team in Nairobi to ensure efficient running of the day to day office operations.

Administrative
•    Front office /Reception management(guiding and welcoming visitors, answering calls, responding to enquiries,  taking/relaying messages etc)
•    Ensure that the office runs smoothly, specifically make timely purchases of stationery supplies in liaison with the Procurement Assistant / LSO.
•    Tracking movement of documents in and out of the organization.
•    In liaison with the LSO, Coordinate and maintain records for HR phones and office keys.
•    Process payments for Operations/Logistics department as required.
•    Provide secretarial and administrative support to Logistics and other Departments.
•    Ensuring staff have job identification and business cards as instructed.
•    Ensure that staff takes responsibility to close windows, switch off lights for general security of Office.
•    Perform general clerical duties to include but not limited to: photocopying, faxing,
Mailing and filing.
•    Assist in ensuring payment of utility bills (electricity, telephones) and statutory payments (NHIF, NSSF and PAYE) is done in a timely manner.
•    Assist in preparation for meetings if called upon.
•    Ensure that office drinking water is ordered and refilled in a timely manner.
•    Preparing and maintaining the guard monthly schedule and getting approval from the LSO.
Travel
•    Make travel, meeting and other arrangements for staff.
•    Assist in logistical support and other support to facilitate local and international travel including bookings, accommodation and visas and maintaining database for vendors.
•    Assisting in making Hotel and flight bookings as instructed.
•    Assist with the follow-up and applications of visas and work permits for new staff.
Procurement
•    Assist in the handling of purchase requisitions and local purchase orders, including obtaining quotations from vendors, and more so in the absence of Procurement Assistant / Logistics Security officer.
•    Any other duties as assigned.

Skills and Qualifications needed
•    Minimum 3 years relevant experience in office Administration and Logistics.
•    Minimum of Diploma in administration/office management/ front office management /Logistics/ or any other relevant diploma.
•    Excellent IT skills, in particular Word, Excel, email.
•    Ability to manage several tasks simultaneously, be flexible, and be willing to assume a range of unanticipated assignments.
•    Strong communication skills and ability to work independently and as part of a team.
•    Professional and friendly communication style, with the ability to field calls from a diverse group.
•    Excellent attention to detail and organization.

APPLICATION PROCESS
The selection committee will review all applications on an on-going basis.  All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered. Only short listed candidates will be contacted. Horn Relief is an equal opportunity employer.
Each application package should include the following:
•    One page cover letter outlining why you think you are the best candidate and how your skills sets and experiences fit into this position.
•    Resume (including detailed work experience, education/diplomas).
•    References (minimum of three, with complete contact information).

Applications not including all of the above requirements will not be reviewed.
All applications should be sent to Horn Relief at vacancies@hornrelief.org with the subject line: “Receptionist / Office Assistant”.

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