Hivos Foundation Front Office Manager Job in Kenya

Job Vacancy – Hivos Foundation (Full Time – 40 hours a week)
 

Position: Front Office management
 

Job Summary:
 

The Front Office Manager is the first point of contact for people visiting the organization; 

He/she will be responsible for managing all incoming telephone calls, granting access to the office and supporting to the highest level of service visitors.  

He/she will also be responsible for making appointments and preliminary assessment of requested services or assistance and directing these to the appropriate personnel. 

The Front Office Manager is directly answerable to the Regional Director and Office Manager.

Main Responsibilities:

• Responsible for answering a multi-line phone system and routing them to the appropriate staff, directing guests, as well as staff as per the existing office policies and procedures.
• Filing service and delivery orders
• Keeping the calendar schedule for meeting rooms, events and appointments
• Communicating  to staff messages left for them by partners and other people
• Monitoring  and managing  the official incoming organizational mail and routing incoming paperwork to appropriate staff members
• Undertake stationery ordering and monitoring use in liaison with the Office manager
• Assisting  Programme Assistants  with flight bookings and workshop preparations as requested

Other Important Requirements:

• Ability to work well under pressure and handle multiple tasks
• Ability and willingness to treat all visitors  and staff with the utmost discretion and consideration
• Responding to complaints, service issues and other general questions
• Ability to maintain a professional and personable demeanor while working with others
• Responsible for petty cash management and  procuring kitchen supply
• Responsible for boardrooms’  general  organization and tidiness
• Responsible for the printer and copy area
• Contact person for the Hivos office with the building’s employees - guards, caretakers, reception downstairs
• Ability to undertake other related duties as assigned

Qualification, Education, and Experience:

• Diploma in Business Administration and secretarial services
• Five years job experience in a related area
• General office clerical, telephone and computer skills is a requirement
• By the nature of this work, the position requires someone pleasant and friendly
• Able to work with minimum day to day supervision
• Ability to use general office equipment – photocopier, binder, printer, etc
• Knowledge of simple accounting, bookkeeping and office functions
• Excellent spoken and written English

Application procedure:
 

The applicant to send a well-motivated application letter stating why he/she is suited for the position, along with the names of three referees and an updated CV to: jobs@hivos.or.ke and indicate clearly in the subject – Front Office Management. 

Your application letter and CV should be short and precise; clearly stating your qualifications, competencies and experiences suited for the position and should reach as on or before 6th September 2012

Only shortlisted candidates will be contacted.