| Title: | Program Assistant (Front Desk) |
|---|---|
| ID: | 2092 |
| Department: | Nairobi Office |
| Closing Date: | Short-listing will be on a rolling basis. Only short-listed candidates will be contacted. |
Title: Program Assistant (Front Desk)
Location: Nairobi, Kenya
Grade: 4
Monthly Gross: KES. 75,000
Supervisor: Senior Officer, Administration
Supervision Given: [None]
RefugePoint was founded in 2005 to provide lasting solutions for the world’s most vulnerable refugees. We work to fill the critical and unmet needs of people affected by war and conflict that have fallen through the net of humanitarian assistance, in particular women, children and urban refugees.
The Program Assistant (Front Desk) plays a central role at RefugePoint. The position is tasked with the core duties to welcome clients and visitors to the RefugePoint office, identify and respond to needs and requests according to organizational guidelines, communicate with clients regarding appointments, and provide a key liaison role between clients and staff.
The core responsibilities of this position are as follows:
- Managing the front desk
- Provide a friendly welcome to clients and visitors, and appropriately direct them;
- Professionally and courteously provide routine information to walk-ins, clients and/or visitors;
- Carry out day to day administration of the front office, including promptly answering telephone calls, taking and passing on messages as appropriate;
- Manage patients’ queues and send them through in a timely manner;
- Pay attention to security at the front desk area and proactively call for support if a security situation is developing.
- Scheduling
- At the request of various officers, call candidates or clients for interviews, call clients for specific interventions as requested, and provide them with directions/and or a map as needed;
- At the request of HR, come up with codes for candidates attending skills assessments.
- Information, Documentation and Sharing
- Check for gaps in basic case data when clients visit the office, complete missing information, photocopy UNHCR and DRA documentation if need be;
- Inform clients attending the office of relevant new information such as changes in protocol or documentation at UNHCR or DRA, office closures etc;
- In collaboration with Resilience Assessment Associate and/or Community Outreach Senior Officer, provide feedback to clients after assessments;
- Sorting and distributing incoming mails, invoices and other documents, prepare outgoing mail for pickup and/or courier;
- Maintain and update a record of internal telephone extensions, share with all staff whenever there are changes.
- Financial Support
- Assist with the preparation of bus fare vouchers for clients who were scheduled to meet with staff members.
- Other duties as assigned
Required qualifications:
- Bachelor’s degree in Office Administration, Business Administration or any other related field;
- Two years’ experience at a Front Desk role and a Diploma in a related field in lieu of a Bachelor’s degree;
- Fluency in Kiswahili and English.
Desired qualifications:
- Experience working with refugee populations in an urban setting;
- Fluency in refugee spoken languages like Somali, Oromo, and Kinyamulenge etc. will be an added advantage.
Special Requirements:
- Current Police Clearance Certificate.
