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We are pleased to announce a vacancy for the position of Receptionist within the Operations Management at the Embassy of Switzerland in Nairobi. This role offers an excellent opportunity for a qualified and experienced candidate to further their professional growth while contributing to the effective delivery and coordination of the Embassy’s mandate.
Job Purpose
The Receptionist will be responsible for ensuring the smooth running of the reception area. The role involves handling administrative tasks and coordinating closely with all divisions of the Embassy, as well as with external counterparts.
Key Responsibilities
1. Front Office Management
- Open doors and welcome guests.
- Interact with security guards in accordance with Embassy security guidelines.
- Ensure professional and courteous reception services at all times.
2. Phone Call Management
- Answer incoming calls promptly and professionally.
- Provide appropriate information and guidance to callers.
- Transfer calls to relevant staff members as required.
3. Administrative Support
- Manage meeting room reservations.
- Prepare routine correspondence to service providers and institutions, including diplomatic notes.
- Follow up on UN Commissary matters and passes.
- Update contact lists for Operations Management and the Consular Section.
- Maintain and update various telephone directories.
4. Telecommunication Management (Safaricom, Airtel)
- Handle paperwork related to activation and deactivation of SIM cards for new joiners and departing staff.
- Validate telecommunication invoices.
- Follow up on bills and manage invoicing/reimbursement of telephone fees for transferable staff.
5. Diplomatic Pouch Management
- Coordinate shipping and receiving of diplomatic pouches to and from Switzerland, Burundi, Rwanda, Eritrea, Uganda, and Mombasa.
- Prepare necessary documentation and ensure compliance with regulations.
- Manage invoicing and reimbursement of diplomatic pouch fees for transferable staff.
- Handle all incoming and outgoing DHL shipments to private individuals, organizations, and companies.
- Prepare and verify monthly DHL invoices.
6. Additional Responsibilities
- Substitute for the Logistics & Travel Officer when required.
- Perform other duties as assigned by the supervisor.
Required Skills and Competencies
- Highly motivated, committed, and able to work effectively in a team environment.
- Ability to deal diplomatically and professionally with stakeholders at all levels.
- Ability to work independently, under pressure, and with minimal supervision.
- High degree of adaptability and willingness to learn.
- Strong communication and interpersonal skills.
- Precise, dynamic, and possessing a high level of integrity and loyalty.
- Strong service orientation and customer-focused mindset.
