World Vision – Front Office- Administrative Assistant, Nairobi.

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Job Title : Front Office Administrative Assistant- (1 Position)

Reporting to : Support Services Manager

Grade Level : 11

Work Location : Nairobi

Purpose of Position

To ensure proper management of WVK front office by interacting with both internal and external customers to provide and process information in response to inquiries, concerns and request regarding the organization. The role also manages telephone calls in and out of the organization.

Major Responsibilities

Front Office Management 45%

  • Manage and monitor the front office of WVK Karen Complex.

  • Ensure all visitors protocols are observed as per policy ensuring great visitor experiences, safety and security

  • Coordinate of work flow between the front office and other departments for efficiency

  • Manage communication between visitors and staff including other agencies operating within World Vision complex.

  • Receive, sign and record all World Vision Kenya delivered mails and documents from DHL, EMS, FEDEX, vendors, partners etc. for onward transmission to the right recipient.

  • Receive, attend to and direct visitors as appropriate

  • Respond to queries

  • Take messages from visitors/callers and deliver the same to staff

  • Notify staff of their visitors to ensure timely attending to visitors

  • Generate monthly reports

  • Ensure security and Occupational safety and Health measures are adhered to at all times at the reception.


Switch Board Operations 40%

  • Attend to communications equipment within World Vision Kenya and report faults.

  • Ensure that the PABX is in good working condition at all time.

  • Ensure that Telephone Management System is logging data daily

  • Update and inform World Vision Kenya staff on their right extensions

  • Keep record of all telephone handsets

  • Attending to all incoming and outgoing calls routed through the WVK switchboard

  • Billing staff for personal calls and departments for official calls made through switchboard on a monthly basis.

  • Attending to communications equipment faults within WVK and report to supervisor.

  • Monitoring the telephone usage using the call logging system at switchboard and preparing and filling of usage reports and cost analysis reports.

  • Maintain an updated list of internal telephone directory

  • Facilitating communication between other agencies operating within WVK complex.

  • Generate monthly reports

  • Billing departments for calls made through switchboard on a monthly basis.

  • Monitor telephone usage; prepare Usage and Cost analysis reports


Flights & Transfer Bookings 10%


  • Make all flight bookings for staff as appropriate

  • Issue tickets to staff and visitors and provide details and updates of their flight schedules including delays, cancellations etc.

  • Work with the Finance department to ensure that the flights travels are paid and the credit card loaded in good time

  • Assist guests with airport transfers as required

Others 5%

  • Attend and actively participate/lead trans teams, group devotions, chapel and other events.

  • Coordinate and participate in roll out and implementation of departmental initiatives

  • Participate in committees and taskforces, as assigned

  • Perform any other duties assigned from time to time.

Knowledge, Skills and Abilities

  • Diploma in Secretarial studies/Public relations/ Communication, Business Administration or equivalent from a recognized institution

  • Over 3 years’ Experience in customer service, telephone operation, Switchboard and front office management

  • Basic knowledge of security related matters

  • Excellent oral and written communication skills.

  • Good oral, written communication skills

  • Customer handling skills

  • Open flexible person

  • Decisive and able to work with minimum supervision

  • Team player

  • Must be committed Christian able to stand above denominational diversities

  • Attend and participate/lead in daily devotions and weekly chapel services


Deadline: 10-Jan-21




World Vision

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