Assistant Office & Receptionist at International Justice Mission (IJM)

Responsibilities

• Attending and ensuring that all incoming visitors and callers are attended to appropriately and professionally maintaining the organization’s image
• Support in hosting visitors and guests to ensure a warm reception
• Efficiently track movement of documents in and out of the organization to ensure an audit trail and professional handling of documents
• Providing office support in a timely and effective manner to assure staff facilitation
• Procuring and managing the office supplies and stationery
• Create, maintain and build good relationships with suppliers/vendors negotiating for the best deals for the organization.
• Receiving, recording and dispatching incoming and outgoing office letters and documents in a systematic manner and as per agreed standards
• Processing various monthly bill payments
• Provide support in maintaining office hygiene including office cleaning and maintenance of a neat environment
• Support in arranging and execution of office events and logistics as required
• Provide and serve timely snacks and refreshments for staff gatherings and meetings as per request and plan
• Assist in monitoring, controlling and ordering office supplies
• Make errands as per requests and plans
• Process regular and emerging administrative obligations such as bills payment
• Ensure timely settlement of all financial obligations such as cash reports, expense reports etc.
• Perform other duties as assigned by the Senior Manager Administration and Human Resources

Requirements

• Diploma in Public Relations or Business or a related field
• A minimum of 2 years’ experience in a busy reception or administration office
• Fluent in written and spoken English and Swahili
• High level of proficiency with Microsoft PowerPoint and Outlook
• Proficiency with Microsoft Word and Excel