The Royal Danish Embassy in Nairobi is pleased to announce a vacancy for a Receptionist position. We are seeking a service-minded, proactive, and positive individual to join our Administrative and Logistics Team. This is a one-year fixed-term contract role, with the potential to contribute meaningfully to the smooth operation of the Embassy.
The Embassy is committed to upholding the highest standards of professionalism and service. This role offers an exciting opportunity to work in an international environment that emphasizes collaboration, flexibility, and high-quality support services. The position is suitable for candidates who thrive in a dynamic setting and are keen to engage with a wide range of administrative and logistical duties in a diplomatic environment.
Applications for the position are only valid if received through the Fuzu job portal. The application deadline is 8th April 2025.
About the Royal Danish Embassy in Nairobi
The Danish Embassy is part of the Danish Foreign Service. It covers Kenya, Malawi, Seychelles, Mauritius, and Eritrea. It is co-located with the Danish representation office to Somalia. The Embassy is a dynamic and ambitious workplace with approximately 95 employees, comprising posted staff from the Danish Foreign Ministry and locally employed professionals.
We aim to deliver high-quality diplomatic service while maintaining strong bilateral relations, supporting Danish interests, and promoting mutual development and cooperation. Our working environment emphasizes respect, integrity, and teamwork.
Position: Receptionist
Location: Nairobi, Kenya
Contract Type: One-year fixed-term local contract
Start Date: To be determined following the recruitment process
Application Deadline: 8th April 2025
Application Portal: Fuzu job portal (mandatory)
Position Overview
The Receptionist will serve as the primary point of contact at the Embassy’s front office. As part of the Administrative and Logistics Team, the Receptionist plays a crucial role in creating a positive impression for all visitors, callers, and guests while supporting a broad spectrum of administrative responsibilities. This position demands a high level of professionalism, attention to detail, and discretion.
The successful candidate will be expected to demonstrate flexibility and contribute beyond their defined responsibilities when required, supporting the overall smooth functioning of the Embassy.
Detailed Job Description
1. Switchboard Operations and Communication Management
- Operate the Embassy’s switchboard efficiently, receiving and directing incoming calls to appropriate personnel.
- Take detailed messages for staff and ensure timely communication.
- Make outgoing calls on behalf of staff as requested, maintaining discretion and professionalism.
2. Visitor Management and Reception Duties
- Control access to the Embassy by working closely with security personnel to monitor and authorize entry for visitors.
- Greet and receive visitors courteously, ensuring they are directed to the appropriate staff or meeting areas.
- Maintain visitor logs and ensure compliance with Embassy security protocols.
3. Embassy Transport Coordination
- Manage the Embassy transport booking system, coordinating with drivers and the Team Leader to ensure logistical needs are met.
- Track and monitor vehicle assignments and usage schedules.
4. Mail and Courier Handling
- Receive, sort, and distribute incoming mail and emails from the Embassy’s central inbox to relevant departments.
- Dispatch outgoing mails and parcels promptly, maintaining an accurate tracking system.
- Reconcile monthly invoices from taxi and courier service providers for payment processing.
5. Office Supplies and Stationery Management
- Monitor office stationery inventory and coordinate timely refills.
- Oversee procurement of kitchen and toiletry supplies to ensure uninterrupted support for staff.
- Maintain organized records of supply usage and procurement requests.
6. Media and Publications Distribution
- Distribute daily newspapers to relevant departments or personnel in the Embassy.
- Maintain an organized distribution system for any printed or electronic publications as necessary.
7. Technical and Service Provider Liaison
- Report faults related to telephone lines and switchboards to service providers and ensure follow-up until resolution.
- Maintain regular communication with vendors and service providers to ensure timely service delivery.
8. Contact and Distribution List Management
- Update the Embassy’s internal contact lists and distribution email groups as needed.
- Ensure accuracy of all contact information to facilitate internal and external communication.
9. Correspondence and Document Drafting
- Draft general correspondence including emails, letters, and notices as required.
- Ensure clarity, professionalism, and adherence to Embassy standards in all communications.
10. Event and Meeting Coordination
- Provide administrative support for the planning and execution of social events and meetings.
- Manage guest lists, send out invitations, and coordinate event logistics.
- Ensure seamless experiences for guests and staff at Embassy functions.
11. Hotel Bookings and Delegation Support
- Assist in making hotel bookings for visiting delegations and staff from the Danish Foreign Ministry.
- Liaise with hotels and accommodation providers to ensure high-quality services and value.
12. Function Coordination and Invitations
- Assist in preparing and sending out official invitations for Embassy and residence-based events.
- Coordinate RSVPs, guest tracking, and event-related follow-up communications.
13. Hospitality and Meeting Support
- Work with support staff to ensure timely preparation and delivery of refreshments (tea/coffee) during official meetings.
- Ensure meeting rooms are set up appropriately for scheduled engagements.
14. Support to Ambassador’s Personal Assistant
- Act as a backup to the Personal Assistant to the Danish Ambassador in periods of absence or high workload.
- Assist with secretarial and administrative responsibilities, ensuring seamless support to senior management.
15. General Administrative Duties
- Carry out other secretarial and administrative duties as assigned.
- Offer responsive and efficient support to all departments when required.
- Adapt quickly to changing priorities and evolving administrative needs.
Employment Conditions
- The successful candidate will be employed under local terms according to the legal labor market framework applicable in Kenya.
- The position is based on a 37-hour workweek, with a high level of flexibility in organizing working hours.
- Employees are entitled to 25 days of paid annual leave.
- A competitive salary will be offered, commensurate with the candidate’s qualifications, relevant experience, and proven performance.
- The salary package includes participation in a workplace pension scheme.
- Reasonable coverage for sickness-related expenses will be extended to the employee and their dependent family members.
- Employment is contingent upon security clearance by the Danish authorities, including a clean criminal record.
Equal Opportunity Statement
The Royal Danish Embassy is an equal opportunity employer. We welcome applications from all qualified candidates regardless of gender, race, religion, disability, or age. We are committed to building an inclusive and diverse workplace where everyone can thrive professionally.
Application Instructions
All applications for the Receptionist position must be submitted through the Fuzu job portal. Only applications received through this platform will be considered valid. The application deadline is 8th April 2025. Shortlisted candidates will be contacted for interviews. The successful applicant must present a current certificate of good conduct and will undergo a mandatory background security clearance process conducted by the Danish authorities prior to appointment.
We thank all applicants for their interest in joining the Royal Danish Embassy. Due to the high volume of applications, only shortlisted candidates will be contacted.
