The Embassy of Norway – Receptionist/Administrative Assistant.

This position is responsible for providing a broad range of administrative and clerical support to the organization, including: answering phones, greeting clients, coordinating event logistics, office purchasing, and assisting with facilities management.

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The Embassy of Norway in Nairobi represents Norway in Kenya and Somalia, and is the permanent delegation of Norway to UNEP and UN-HABITAT.

It provides consular services to Norwegian nationals and migration services to non-nationals.

There are currently 35 staff members working at the Embassy of Norway, comprising of both Norwegian/Nordic and Kenyan nationals.

The Embassy seeks to hire a full-time Receptionist/Administrative Assistant who aspires to apply her/his professional experience and creative capacity in support of the Embassy’s mission and activities. This position is responsible for providing a broad range of administrative and clerical support to the organization, including: answering phones, greeting clients, coordinating event logistics, office purchasing, and assisting with facilities management. This position reports to the Head of Administration.

Main Tasks:

Warmly greet clients/visitors and answer the main phone line
Coordinate visitors access with security staff
Purchase office (stationery) and kitchen supplies
DHL-shipment management
Serve as liaison between staff and housekeeping service/building maintenance staff
Keep office common areas neat and organized
Coordinate and arrange meetings, conference calls, conference registrations, and travel arrangements for the Embassy.
Filing, copying, and scanning as needed for the adm unit.
Handling a variety of consular tasks
Other tasks according to supervisor
Knowledge, Skills, and Abilities:

The successful candidate will have:

A deep interest in the mission and values of the Royal Norwegian Embassy
Highly motivated, committed and able to fit into a working team
Excellent English and Kiswahili oral and written communications skills
The ability to effectively use standard business software such as Microsoft Word, PowerPoint, Excel and to use the Internet for research and information-gathering
Strong interpersonal and listening skills
The ability to communicate effectively and work collaboratively with staff members, visitors, and external partners
The ability to handle sensitive information with strict confidentiality and maintain a high degree of professionalism
The ability to learn quickly, exercise good judgment, work well under pressure, and complete tasks in a timely manner
The ability to take initiative and independently make decisions
Strong service orientation
Education & Experience:

The successful candidate will have:

Higher education (university level)
One to two years of administrative/office work experience (preferred), including experience with office purchasing and vendor relationship management
Relevant work and/or volunteer experience.
The Receptionist/Administrative Assistant might also be required to perform other duties at the Embassy when needed.

Please send your application by e-mail to emb.nairobi@mfa.no by 20th of August 2019 with subject title “Application for Receptionist/Administrative Assistant”. Applicants should include a letter of motivation (maximum 1 page) together with a CV with educational qualifications (maximum 4 pages) and 3 professional references. Should you have further questions, you may send them to the same mailbox.

For further information about the Embassy, please visit www.norway.or.ke

The salary/benefits is in accordance with the Norwegian Ministry for Foreign Affairs´ salary system for locally engaged employees.

Start date: At the earliest convenience.

Only shortlisted candidates will be contacted.

Website

 

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