Royal Danish Embassy Receptionist / Administrative Officer Job in Kenya

Our client the Royal Danish Embassy (RDE) seeks to hire a positive, service-minded and pro-active Receptionist / Administrative Officer to join the Team at the Embassy.

He or she will be working in the administrative and logistics team, which consists of eight colleagues. The main tasks will be reception duties and various secretarial duties.

The successful candidate will be expected to show the flexibility required for optimal handling of the entire portfolio of the Embassy and thus be ready to contribute to handling tasks outside your own portfolio

Background: The Danish Embassy is part of the Danish Foreign Service. The Embassy covers Kenya as well as Eritrea, Seychelles and Somalia. The Embassy is an ambitious, high-paced and dynamic workplace with approximately 50 employees, 14 of whom are posted from the Danish Ministry of Foreign Affairs. The Embassy has a flat management structure.

Key responsibilities include:

As Receptionist/Administrative Officer, you will be responsible for the reception in the Embassy and therefore often the first point of contact that the partners/customers will have with the Embassy.

  • Switchboard operation – receiving and directing calls appropriately to the relevant staff, taking messages and making outgoing calls on behalf of staff
  • Control of visitors’ entry to the Embassy in liaison with the guards
  • Receiving visitors to the Embassy
    Dispatching mail/parcels via DHL
  • Reconciliation of monthly taxi and courier services invoices for the Embassy
  • Distribution of daily newspapers
  • Reporting fault and follow-up regarding telephone lines and switchboard with the relevant service providers
  • Keeping various lists of the Embassy updated
  • Normal secretarial duties
  • Arranging of hotel bookings, air tickets (incl. payment voucher preparation).

    Required qualifications

  • Five years or more working experience in a similar position
  • Previous experience working in an embassy set-up is preferred
  • Diploma/degree in business management or any related course
  • Secretarial and office administration/management training
  • Fluency in spoken and written English
  • IT proficiency
    and solid skills with regards to the Microsoft Office programmes
  • Ability to work independently with minimum supervision
  • Responsible, flexible and loyal
  • Great interpersonal and intercultural skills and team player abilities, as well as interest in and willingness to share knowledge with and learn from colleagues
  • Willingness to take on a variety of tasks reflecting changing priorities of the Embassy.

    Employment conditions

  • Permanent, full time employment on a local contract based on the relevant legally binding labour market rules of Kenya
  • Working hours 37 hours per week
    Entitlement to 25 working days of paid holiday per full calendar year
  • Salary will reflect qualifications, relevant experience and proven work-related results
  • As part of your salary you will be covered by a workplace pension scheme
  • Reasonable coverage of sickness expenses for staff and dependant family members.

    How to Apply

    To apply for the position, please send your application (cover letter, CV, proof of relevant education, recommendations and 2-3 references) in English to the Human Resource Consultant at marked “RECEPTIONIST/ADMINISTRATIVE OFFICER” no later than 22nd of August 2018.

    Selected candidates will be invited for interviews – expected to take place by the end of August.

    The chosen candidate must present a “No Criminal Record” certificate and pass security clearance by the Danish authorities, prior to appointment.

    The Embassy of Denmark encourages all relevant applicants to apply for the position, regardless of age, gender, ethnicity, personal background, etc.

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