The Danish Embassy is part of the Danish Foreign Service. The Embassy covers Kenya, Malawi, Seychelles, Mauritius and Eritrea and is co-located with the Danish representation office to Somalia. The Embassy is an ambitious and dynamic workplace with approximately 95 employees who consists of posted staff from the Danish Foreign Ministry and locally employed staff.
For more information about the Embassy, see Denmark in Kenya
Receptionist
Job Requirements
Language skills:
English
Job Summary
Contract Type:
Full time, Fixed term
Type of employment: One Year Fixed Contract on a local contract
Starting date: (TBA)
Location: Danish Embassy in Nairobi 13 Runda Drive, Runda
The Royal Danish Embassy seeks to hire a positive, service minded and pro-active Receptionist on a one-year fixed term contract. He or she will be working in the administrative and logistics team. The main tasks of the Administrative and Logistics Team is to provide administrative support to the entire Embassy. As a Receptionist you will be responsible for day to managing of the reception and other duties as outlined below. You are, however, expected to show the flexibility required for an optimal handling of the entire portfolio of the Embassy and thus be ready to contribute to handling tasks outside your own portfolio.
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 their own portfolio.
Responsibilities
- Switchboard operation-receiving and directing calls appropriately to the relevant staff, taking messages and making outgoing calls on behalf of staff
- Management of the Embassy transport book including liaising with the drivers and Team Leader where necessary.
- Control of visitor’s entry into the Embassy in liaison with the guards as well as receive and direct visitors
- Distribute mail and email from the main Embassy inbox and dispatch mails / parcels
- Distribution of daily news papers
- Reconciliation of monthly taxi and courier services invoices for the Embassy
- Reporting fault and follow-up regarding telephone lines and switchboard with relevant service providers
- Update of contact lists and distribution lists
- Draft correspondence such as emails, letters
- Provide timely and responsive administrative support
- Arrange and co-ordinate social events, meetings including managing guest lists
- Assist in hotel bookings for visiting delegations and staff of the Danish Foreign Ministry
- Assist in coordinating and sending out invitations for functions at the Embassy and official residence
- Office stationery refill
- Coordinate purchasing of Kitchen/toiletries supplies
- Liaise with relevant support staff in order to prepare tea/coffee for official meetings.
- Act as back-up for the PA for the Danish Ambassador to Kenya
- Other secretarial and administrative related tasks and duties
Required Qualifications
- Fluency in spoken and written English.
- Flexibility and ability to prioritize and plan daily work according to evolving needs, often with short deadlines and shifting tasks.
- Organizational skills and ability to multitask.
- Ability to work independently and in a structured and effective manner, with attention to detail and results and with minimum supervision
- Flexibility, adaptability, tact, diplomacy and high level of integrity
- Great interpersonal, intercultural skills and team player abilities
- Willingness to take on a variety of tasks reflecting changing priorities of the Embassy
The Receptionist will be employed according to regulations for local staff at the Royal Danish
Embassy in Nairobi. Employment is subject to successful security clearance obtained from the
relevant Danish authorities.
Employment conditions
The Receptionist will be employed according to regulations for local staff at the Royal Danish Embassy in Nairobi. Employment is subject to successful security clearance obtained from the relevant Danish authorities.
- You will be offered employment on a one year fixed term local contract based on the relevant legally binding labour market rules of Kenya.
- Your standard working hours will be 37 hours per week with a large degree of flexibility in organizing your own daily working hours.
- You will be entitled to 25 days of paid holiday per year.
- Your salary will reflect your qualifications, relevant experience and proven work-related
results. - As part of your salary you will be covered by a workplace pension scheme.
- You and your dependant family members will be offered reasonable coverage of sickness expenses.
The Embassy attaches great importance to equal opportunities for all and therefore welcomes applications from all qualified persons regardless of race, sex, religion, age or disability. Selected candidates will be invited for interviews.The chosen candidate must present a “No Criminal Record” and pass security clearance by the Danish authorities prior to appointment.
