IRC – Receptionist/Administrative Intern

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Sector: Administrative Support
Location: Kenya
Employee Type: Intern
Employee Category: Full Time

SPECIFIC RESPONSIBILITIES

Receive & schedule all visitors to the office, respond to their requirements and maintain a record.
Maintain and operate efficient communication through a telephone switchboard.
Maintain cleanness of the office reception area at all times.
Receive and distribute mail to appropriate staff, stamping invoices and logging in details.
Assist in booking air tickets and accommodation for the teams and other travel itinerary as per instructions from Supervisor.
Make taxi bookings for all staff upon request,
Sort taxi vouchers and advice on any errors before submission to supply chain for payment,
Raise administrative purchase requests and submit to supply chain in a timely manner,
Coordinate reservations for the Board Room, and keep a schedule of the same on the share drive.
Secure bookings of external meeting facilities as/and when required.
Monitor and track utilities for staff houses, guest house and office and prepare payments in a timely manner.
Maintain office security by following the laid down procedures for visitors.
Ensure all security features in the office are working and notify supply chain of any failures.

Persons Specification

Clear diction
Excellent communication and interpersonal skills
Smart appearance
Good people skills
Good organisational skills
Initiative and thinks on their feet
Ability to work in a multi-disciplinary and multi-cultural environment

REQUIRED QUALIFICATIONS

Certificate in office Management and Administration/Secretarial Course.
Willingness to learn, adapt to team working environment.
Computer literacy- word, excel, internet.
Excellent spoken and written English skill

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