Administrative Assistant / Receptionist Job in Kenya - Kituo Cha Sheria

Kituo Cha Sheria is a leading Human Rights and Legal Aid Non Governmental Organisation (NGO) founded in 1973.

We are seeking to recruit a dynamic, self driven and result oriented person to fill in the following vacant position in our Nairobi Head Office.

Administrative Assistant / Receptionist - Eastleigh

Responsible to the Coordinator of Forced Migration Programme for implementing planned activities in the areas of human resources, procurement and supplies, transport services as well as the maintenance and security of infrastructural facilities.

Also responsible for Operating the PABX telephone switchboard, requisitioning and procurement of goods and services as well as receiving and issuing consumer items against order specifications.

Other duties include the registering of clients at the reception, interpreting and translating Somali language and documents respectively into English and Kiswahili, maintaining accurate records, managing petty cash, lodging insurance claims, supervising the security and maintenance of organisational property as well as administering employee welfare and benefits.

Minimum Qualifications and Training: Must be in possession of a Diploma in Customer Service, Secretarial Studies, Business Administration or their equivalent with specialised training in basic accounting, procurement and supplies, human resources or equivalent qualifications.

Relevant Experience: Must have gained a minimum of one-year relevant experience in a busy office with strong customer focus. Previous engagement within a human rights non-governmental organisation setting will be an added advantage.

Skills:

• Must have good communication and interpersonal skills as well as basic accounting, human resources, procurement and computer skills.
• Must be Somali- Speaking and conversant with refugee issues and circumstances. Must also have the ability to work in multidisciplinary project teams.
• Being conversant with Nairobi city and its environs is an added advantage.
• Proficiency in using the telephone switchboard (PABX) as well as the computer, particularly word processing and spreadsheet packages.

Key duties and responsibilities include:

• Operating the PABX telephone switchboard to relay incoming, outgoing and inter-office calls and connecting callers to the appropriate person.
• Receiving clients visiting KITUO, noting enquiries and providing relevant information.
• Obtaining clients name and scheduling appointments. Also directing clients to correct destination and recording details.
• Receiving and registering letters, documents and supply of goods and despatching them to the appropriate office.
• Receiving cash and cheque payments from clients, suppliers, donors etc issuing receipts and submitting them to the Administrative Assistant at the close of day.
• Preparing payment documents such as cheque, petty cash and imprest requisitions, salary advances, claims, bills and invoices etc according to written instructions as well as ensuring that all cheques are dully signed by authorised the designated cheque signatories.
• Maintaining accurate employee records showing personal details, medical insurance, accident and life insurance, National Insurance Hospital Fund (NHIF), staff provident fund, National Social Security Fund (NSSF), annual leave and other relevant information.
• Supervising the effective maintenance and security of equipment, machinery, motor vehicles, buildings, compound and infrastructural facilities and ensuring all accidents, breakdowns, losses and other incidents are documented and promptly reported for action.
• Interpreting and translating Somali language and documents respectively into English and Kiswahili.
• Preparing reports for the programme.

Applications including a detailed curriculum vitae and copies of relevant testimonials day telephone number, email address and an indication of present remuneration should be addressed to;

Executive Director
Kituo Cha Sheria (Legal Advice Centre)
P. O. Box 7483 - 00300
Ronald Ngala
Nairobi

Or emailed to info@kituochasheria.or.ke

The application must reach us on or before 19th September 2011.

Only short-listed applicants will be contacted.

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