Feed the Children is an international, non-profit relief organization that was founded in 1979 with headquarters in Oklahoma City, United States of America. In Kenya, Feed the Children was registered in 1993 under the Non-Governmental Organization Coordination Board Act. Feed the Children Kenya office’s first program in the 1990s was the Dagoretti Children’s Centre (DCC) which assisted children who were physically challenged. In 2000, the organization opened the Abandoned Baby Centre (ABC) which rescued children who had been abandoned by family. In 2004, the organization began implementing the School Feeding Program (now called School Meals Programs). The program was in partnership with WFP and Ministry of Education and was aimed at encouraging children to attend school, improve school retention rates and reduce school drop-outs rates.
Station: FEED Gigiri Office -Nairobi
Reporting to: HR/Admin Officer
Purpose:
To be the first point of contact for the organization and coordinate the rest of the sections in the organization ensuring excellent reception that leaves a positive lasting impression about the organization for both internal and external customers.
Major responsibilities:
- · Receive & schedule all visitors to the office, respond to their requests and maintain a record.
- · Maintain and operate efficient communication through the telephone switchboard and mobile connection.
- · Record telephone bills utilization and submit monthly report for analysis by the HR & Admin Officer.
- · Assist with booking air tickets for the teams and other travel itinerary as per instructions from Supervisor.
- · Coordinate reservations for the Board Room, catering for meetings and other internal meeting venues.
- · Ensure for effective and efficient use of the photocopy and other office equipment by departments.
- · Secure bookings of external meeting facilities as/and when required.
- · Manage the tracking sheet to ensure smooth flow of documents from end user to the different signatories.
- · Liaise with the Transport coordinator to keep a record of the program’s vehicles located in the Gigiri office and usage.
- · Ensure all office repairs and breakages are reported to the operations department on time for action.
- · Ensure cleanness of the office kitchenette and launch area is maintained at all times.
- · Timely coordination of activities within the Administration sections.
- · Ensure smooth flow of basic office needs kitchen provisions, water, power, rentals and garbage etc.
- · Responsible for opening and locking of the main office block and other rooms after work hours.
- · Maintain office security by following the laid down procedures for visitors.
- · Manage and maintain the office Stores for accountable handling of goods in the store and proper records.
- · Responsible for the Custody of small office equipment Cameras, phones, and other IT equipment.
- · Support in handling HR duties when called upon.
- · Handle any other duties as assigned by Supervisor.
Requirements
Minimum Qualifications:
- Degree in Business Management Training in Front Office Management / Customer service.
- Professional experience operating telephone switchboard and handling flight bookings
- Minimum of three years of experience as Admin Assistant/Receptionist with at least 1 year in INGO set up.
- Excellent experience in use of office equipment ie. Photocopier, Scanner, Projector and Digital cameras.
- Good knowledge of Computer applications, MS Office packages etc.
- Understanding of Office management systems and HR practices.
- Understanding and ability to abide with Child Protection Policies.
Preferred Skills
- Excellent Communication and interpersonal skills.
- Excellent Organizing and planning skills with attention to detail.
- Creativity and problem-solving skills.
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