Vacancy Announcement: Receptionist – Embassy of Switzerland in Nairobi

As the official representation of Switzerland, the Embassy covers all matters concerning diplomatic relations between Switzerland and Kenya, as well as between Switzerland and Burundi, Rwanda, Somalia and Uganda. The Embassy represents Swiss interests in the areas of political, economic and financial affairs, science, education and culture. It delivers consular services to citizens of Switzerland and other countries and implements the cooperation strategy for the Horn of Africa.

For the Operations Management Division, responsible for Finance, Personnel and Administration of the Embassy, we are looking for a Receptionist. She/he ensures the smooth running of the reception. She/he does the follow up on administrative tasks, correspondence and coordinates closely with all divisions of the Embassy, and her/his external counterparts.

Main Tasks:

Phone calls management

• Answering phone, advising clients on their needs;
• Transfer of calls to relevant staff.

Front Office Management

• Opening door, welcoming guests, interaction with guards respecting Embassy security guidelines;
• Meeting room reservations

Safaricom Management

• Paperwork and activation/deactivation of Sim cards for new joiners and leavers;
• Validation of invoices;
• Follow up of bills and advisory on overpayment-TS to repay the office.

Others

• Administrative support to the Special Envoy when required
• Routine correspondences to service providers and institutions including diplomatic notes, follow up on UN Commissionary and passes;
• Update of contacts in contact software (Absidion) for Operations Management and Consular;
• Update contact/phone lists;

Professional qualifications and experience

• Diploma in either Customer care management / travels management / Communications & Public Relations or Business Administration from a reputable institution;
• Front office experience, knowledge of travel arrangements and administrative support management is an asset;
• Minimum 3 years’ experience in Administration / Front office / travels management;
• Perfectly fluent in English language, written and spoken;
• Proficiency in full Microsoft office suite;

Required skills

• Highly motivated, committed and able to work in a team;
• Excellent organizational skills;
• Ability to communicate effectively and in a diplomatic manner at all levels;
• Ability to work independently and under pressure and with minimal supervision;
• High degree of adaptability/flexibility and capacity to learn;
• Precise, dynamic and high level of integrity and loyalty;
• Strong service and customer orientation (both internal and external).
• Must be proactive, firm and respectful.