Summary
The position has the mandate to provide administrative support in the smooth running of the Scheme and office operations by receiving and distributing communications and maintaining high standards of hygiene and facilitate staff to achieve their mandate
Description
Maintain the tidiness and neatness of the front office and maintaining a safe and clean reception area
Provide support in the managing of office space, filing of service contracts and documentation related to servicing of office equipment.
Implement office administrative procedures and policies at KPAPS
Manage the switchboard services and maintaining the private automatic branch exchange (PABX) system
- Receiving and transferring incoming calls promptly
- Making outgoing calls for internal colleagues as requested (includes official international calls)
- Writing down and dispatching phone messages on behalf of colleagues
- Maintaining a log of all relevant telephone numbers, country codes and emergency numbers.
- Ensuring the PABX system is in good working conditi
- Reporting of any faulty/out of order phone lines to the HR and Administration Officer.
Manage visitors to KPAPS
- Receiving & vetting all the Scheme’s visitors,
- Maintaining the visitor’s book
- Issuing visitors badges.
Manage incoming mail and parcels by maintaining a mail log and by distributing/filing all incoming mail.
- Receiving all incoming letters/parcels and directing them to the relevant office for distribution.
- Maintaining an accurate log of all incoming letters/parcels.
- Filing correspondence, memoranda, reports and other materials alphabetically, numerically or by other prescribed method.
Maintain the tidiness and neatness of the front office and maintaining a safe and clean reception area
Education
Must have Certificate in Secretarial Studies, Office Management and Administration or any other related field from a recognized institution
More Details on Experience
Must have at least two (2) years proven work experience in a fast-paced environment
More Details on Skills
- Should be computer literate and familiar with MS Office packages
- Must be fluent in both English and Kiswahili
- Must have good communication skills
- Should have good interpersonal skills
- Must have good organizational skills
- Must have the ability to work under pressure
- Must have good problem solving skills
Terms And Conditions
All candidates must ensure that their CVs contain working telephone numbers and email addresses, your current/previous and expected salary, and a list of at least three (3) referees with their current contacts; and attach certificates proving compliance with Chapter 6 of the Constitution of Kenya.