International Federation of Red Cross Administrative Secretary - Receptionist Jobs in Nairobi Kenya

International Federation of Red Cross Administrative Secretary - Receptionist Jobs in Nairobi Kenya

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 190 member National Societies.

As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network.

The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies.

Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement.

The overall aim of the IFRC is” to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”

It works to meet the needs and improve the lives of vulnerable people before, during and after disasters and crises and health emergencies.

The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world.

The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies.

The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners.

The Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management.

The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia and Pacific- AP (Kuala Lumpur); Europe (Budapest); Middle East and North Africa-MENA (Beirut).

As one of the five decentralised Regional Offices, Regional Office for Europe supports 54 National Societies to strengthen their humanitarian and development efforts, helping them to remain partners of choice within their country and sustainable and accountable for their actions.

The position is located in the Administration Unit.

Job Purpose

Under the supervision of the Administration Officer, the incumbent is responsible for providing front office support to the Africa Regional Office and ensure day to day administrative support tasks run smoothly.

Job Duties and Responsibilities

  • Provide front office support
    including answering telephone calls and receiving visitors to the IFRC Regional office
  • Maintain an updated list of telephone account numbers and ensure settlement of bills to the service provider
  • Receive and distribute incoming mails, invoices to respective parties.
  • Be custodian of post office keys and ensure mail pick up is done on a regular basis
    Maintain an effective mail management system
    Managing water dispensers, ensuring consumables are in place for office use
  • Receiving newspapers and distributing to relevant offices and processing payment to supplier on a monthly basis
  • Collate and update staff contact list and circulate on a monthly basis
  • On receipt of appropriate requests, book and arrange for courier services (both local and international)
  • Process invoices related to courier services and water provision services
  • Support the protocol officer in processing of clearance papers for incoming shipment (Pro 1B)
    Issue and record movement of office car keys to personnel authorised to drive IFRC vehicles.
  • Issue and record movement of conference room keys, ensure the rooms are appropriately set up for meetings as requested.
  • Ensure general cleanliness of reception area
    Perform other clerical duties such as filing, photocopying and scanning
  • Perform any other duties as assigned by the Administration Officer

    Education
  • Diploma in Office Management, Business Administration and any relevant field.

    Experience
  • At least 3-5 years in administrative support experience
  • Experience in front office management
  • Proven excellence in administrative support
  • Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment

    Knowledge, skills and languages
  • Strong communication skills
  • Computer Literate
  • Ability to work under pressure and to deadlines
  • Flexibility
  • Organised and self-starter in work prioritising
  • Excellent customer service

    Language
  • Fluently spoken and written English
  • Good command of another IFRC official language (French, Spanish or Arabic) is preferred

    Competencies and values
  • Communication
  • Collaboration and Teamwork
  • Judgement and decision making
  • NS and Customer Relations
  • Creativity and Innovation
  • Building trust
  • Comments
  • The Federation is an equal opportunity employer.

    How to Apply
  • Interested and qualified candidates should apply online by 25th May 2019
  • For more information and job application details, see; International Federation of Red Cross Administrative Secretary - Receptionist Jobs in Nairobi Kenya

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