The Royal Danish Embassy in Kenya is pleased to announce a job opening for the position of Receptionist on a one-year fixed-term contract. The successful candidate will join the Administrative and Logistics Team at the Embassy, located in Nairobi, where they will be tasked with managing reception services and supporting various administrative functions.
This role offers a unique opportunity to work in an international and multicultural environment where professionalism, service orientation, and adaptability are highly valued. If you are a proactive and service-minded individual who thrives in a dynamic setting, this position may be the perfect fit for you.
About the Embassy
The Royal Danish Embassy in Kenya plays a critical role in fostering diplomatic, cultural, and developmental relations between Denmark and Kenya. In addition to representing Denmark’s interests, the Embassy supports Danish citizens, promotes trade, and implements development cooperation programs across Kenya and the region. The Embassy houses a number of departments and staff from the Danish Ministry of Foreign Affairs, each working toward promoting Denmark’s foreign policy and strategic interests.
The Administrative and Logistics Team is one of the core operational arms of the Embassy, tasked with supporting all departments in administrative, operational, and logistical matters. As a Receptionist within this team, you will be an integral part of ensuring the Embassy’s daily functions run smoothly.
Job Title: Receptionist
Contract Type: One-year fixed term (with the possibility of renewal based on performance and organizational needs)
Location: Royal Danish Embassy, Nairobi, Kenya
Working Hours: 37 hours per week (with flexibility in daily scheduling)
Application Deadline: 8 April, 2025
Position Summary
The Receptionist will be the first point of contact for all external visitors and telephone callers, and will play a pivotal role in maintaining the professional image of the Royal Danish Embassy. Reporting to the Team Leader of the Administrative and Logistics Team, the Receptionist will also assist with a variety of administrative, organizational, and logistical support tasks.
This role requires someone who is not only professional and courteous but also highly organized and proactive, with a willingness to take initiative and support various aspects of Embassy operations beyond the reception desk.
The selected individual is expected to exercise a high degree of discretion, demonstrate cultural sensitivity, and possess the flexibility required for working in a diplomatic setting.
Key Responsibilities
The Receptionist’s key duties and responsibilities will include but are not limited to the following:
Reception and Switchboard Operations
- Operate the Embassy switchboard, ensuring all incoming calls are received promptly and directed to the appropriate staff members or departments.
- Make outgoing calls on behalf of staff when required.
- Take accurate messages and ensure timely delivery to relevant recipients.
Visitor Management and Security Liaison
- Act as the first point of contact for visitors to the Embassy.
- Coordinate with security guards to manage and control entry of visitors into the premises.
- Direct visitors appropriately within the Embassy to ensure a smooth and professional guest experience.
Mail and Correspondence Handling
- Distribute incoming and outgoing mail and parcels.
- Monitor and disseminate messages received through the Embassy’s general email inbox.
- Draft simple correspondence such as routine emails and letters when required.
Administrative and Logistical Support
- Maintain and manage the Embassy’s transport booking system, including liaising with drivers and the Team Leader to schedule and coordinate transportation needs.
- Arrange and coordinate meetings and social events including preparation of guest lists and follow-up communication.
- Assist with hotel reservations for incoming delegations, Embassy visitors, and staff of the Danish Ministry of Foreign Affairs.
- Distribute daily newspapers to relevant departments and staff members.
- Assist in organizing and sending out invitations for events held at the Embassy and the official residence.
Procurement and Inventory
- Maintain adequate stock of office supplies, including stationery and other consumables.
- Coordinate the procurement and restocking of kitchen and toiletry supplies.
- Work with support staff to ensure beverages such as tea and coffee are available during official meetings and functions.
Vendor and Service Provider Coordination
- Liaise with external service providers for the reporting and resolution of faults related to telephone lines and the switchboard.
- Reconcile and process invoices related to taxi and courier services used by the Embassy on a monthly basis.
Records Management and Contact Lists
- Keep updated records of Embassy staff contact lists and distribution groups.
- Share updates and maintain accurate databases of frequently used contacts for various Embassy functions.
Support to the Ambassador’s Office
- Serve as a backup to the Personal Assistant (PA) to the Danish Ambassador in their absence, including assisting with scheduling and correspondence.
General Secretarial Tasks
- Provide secretarial assistance such as document formatting, photocopying, and preparation of briefing materials.
- Handle additional secretarial and administrative duties as assigned by supervisors or department heads.
Employment Conditions
- The successful applicant will be employed under the local staff regulations applicable at the Royal Danish Embassy in Nairobi.
- Employment is contingent upon a successful security clearance obtained through the relevant Danish authorities.
- The role offers flexible work hours totaling 37 hours per week, providing a conducive balance between work and personal life.
- Employees are entitled to 25 paid leave days annually.
- A competitive salary will be offered, commensurate with the selected candidate’s qualifications and relevant professional experience.
- Employees are enrolled in a workplace pension scheme as part of the salary package.
- The Embassy will also provide reasonable medical cover for the employee and immediate dependants.
Equal Opportunity Employer
The Royal Danish Embassy is an equal opportunity employer, and we are committed to fostering a diverse and inclusive working environment. We welcome applications from all qualified individuals regardless of race, gender, religion, disability, or age. The Embassy strives to ensure that all candidates are given fair and equal consideration during the recruitment process.
Candidates who successfully pass the interview stage will be required to submit a valid certificate of good conduct (“No Criminal Record”) and undergo further background checks in line with Danish security regulations prior to formal appointment.
Why Join the Royal Danish Embassy?
Working at the Royal Danish Embassy in Nairobi offers a unique opportunity to be part of a globally respected foreign mission. You will contribute to Denmark’s diplomatic and development goals while gaining valuable experience in a multicultural and high-performing workplace. The Embassy encourages personal growth, teamwork, and offers a collaborative environment with supportive colleagues.
You will be joining a team where each member is valued for their contribution and where innovation, integrity, and professionalism are key pillars of our day-to-day operations. In this role, you will be empowered to take initiative, develop your skills, and contribute meaningfully to the successful execution of the Embassy’s mandate in Kenya and the region.
If you are a dynamic individual who meets the criteria and is passionate about delivering high standards of professional service in an international environment, we invite you to consider this exciting opportunity.
How to Apply
Applications must be submitted by 8 April, 2025.
Click here to apply for this job
