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Embassy of Norway Receptionist/Administrative Assistant

Embassy of Norway Receptionist/Administrative Assistant

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The Embassy seeks to hire a full-time Receptionist/Administrative Assistant who aspires to apply her/his professional experience and creative capacity in support of the Embassy’s mission and activities. This position is responsible for providing a broad range of administrative and clerical support to the organization, including: answering phones, greeting clients, coordinating event logistics, office purchasing, and assisting with facilities management. This position reports to the Head of Administration.

Main Tasks:

  • Warmly greet clients/visitors and answer the main phone line
  • Coordinate visitors access with security staff
  • Purchase office (stationery) and kitchen supplies
  • DHL-shipment management
  • Serve as liaison between staff and housekeeping service/building maintenance staff
  • Keep office common areas neat and organized
  • Coordinate and arrange meetings, conference calls, conference registrations, and travel arrangements for the Embassy.
  • Filing, copying, and scanning as needed for the adm unit.
  • Handling a variety of consular tasks
  • Other tasks according to supervisor

Knowledge, Skills, and Abilities: 

The successful candidate will have:

  • A deep interest in the mission and values of the Royal Norwegian Embassy
  • Highly motivated, committed and able to fit into a working team
  • Excellent English and Kiswahili oral and written communications skills
  • The ability to effectively use standard business software such as Microsoft Word, PowerPoint, Excel and to use the Internet for research and information-gathering
  • Strong interpersonal and listening skills
  • The ability to communicate effectively and work collaboratively with staff members, visitors, and external partners
  • The ability to handle sensitive information with strict confidentiality and maintain a high degree of professionalism
  • The ability to learn quickly, exercise good judgment, work well under pressure, and complete tasks in a timely manner
  • The ability to take initiative and independently make decisions
  • Strong service orientation

Education & Experience:  

The successful candidate will have:

  • Higher education (university level)
  • One to two years of administrative/office work experience (preferred), including experience with office purchasing and vendor relationship management
  • Relevant work and/or volunteer experience.

The Receptionist/Administrative Assistant might also be required to perform other duties at the Embassy when needed.

Please send your application by e-mail to emb.nairobi@mfa.no by 20th of August 2019 with subject title “Application for Receptionist/Administrative Assistant”. Applicants should include a letter of motivation (maximum 1 page) together with a CV with educational qualifications (maximum 4 pages) and 3 professional references. Should you have further questions, you may send them to the same mailbox.

For further information about the Embassy, please visit www.norway.or.ke

The salary/benefits is in accordance with the Norwegian Ministry for Foreign Affairs´ salary system for locally engaged employees.

Start date:  At the earliest convenience.

Only shortlisted candidates will be contacted.

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