Position Title: Receptionist – Church World Service (CWS)

April 19, 2023

Reports To: Office Manager

Division: Immigration & Refugee Program+ (IRP+)

Department: Administration, Office Management

Job Location: Nairobi, Kenya

Grade Level: Grade 3, Assistant, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is responsible for the management of the CWS RSC Africa’s Front Office Reception including answering visitors’ inquiries, escorting visitors to the respective persons they have come to see, sorting out and handling incoming and outgoing mail, answering incoming calls, and making outgoing calls if required.

Essential Duties:

Ensures the front office is kept safe and clean by conducting routine checks and guiding the janitors to areas that need cleaning.
Receives and directs all incoming telephone calls to appropriate individuals. Places all official calls to partners and vendors and keeps a daily log of outgoing telephone calls made via the Reception.
Directs all incoming telephone calls to appropriate individuals.
Receives and directs visitors, contractors, and vendors to the CWS RSC Africa office. Ensures visitors, contractors and vendors receive badges and are recorded in the appropriate registers. Maintains a list of expected visitors for each day and informs the security guards at the gate of the appointments.
Receives incoming mail/Invoices/packages and ensures efficient distribution within the organization to the appropriate addressee.
Keeps an updated contact database that can be easily accessed.
Assists in a smooth and orderly flow of applicants in and out of the office building during USCIS, Pre-screening, and CO circuit rides
Serves as a floor warden ensuring that all CWS RSC Africa visitors, applicants, and staff who are around are safe in case of active shooting.
Monitors movement in and out of the building and raises an alarm in case of any suspicious activity either within the compound or at the gate.
Weighs and franks letters as required for postage. Franking is stamping the mail you are sending to show that postage has been paid for. Franking replaces the need of buying a postage stamp and sticking it on the envelope.
Prepares FedEx/UPS/DHL courier packages/mail/travel packages for CWS RDP, USRAP partner organizations, etc.
Performs other duties as assigned which are designed and developed to improve the operations of the CWS RSC Africa Office

Qualifications:

Experience:

Three (3) years of related work experience with increasing responsibilities is required.

Skills:

Demonstrated strong computer skills, especially MS-Word, Excel, and Outlook.

Committed to and conform with the organization’s mission.

Education & Certifications:

A High School certificate or equivalent qualification Is required.
A Diploma in Business Administration is an added advantage.

Abilities:

Manage large and diverse workload under pressure with competing priorities.
Maintain the integrity of official records.
Analyze and solve complex problems and make sound decisions.
Work with minimal supervision
Maintain a high performance standard with attention to detail.
Work independently and contribute to overall operations of RSC Africa.
Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Important Requirements:

Strong English communication skills, both written and oral.
Ability to work in a multi-cultural environment required.
Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

COVID Vaccination is strongly recommended for all successful candidates.
The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
This position is based in Nairobi, Kenya.
This position requires use of laptops at all time, competence in Microsoft office packages is required.
This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program.
Background check which includes references and an educational and criminal check is required before the start of employment for International applicants.
A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
Full time.
All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.
Any other special requirements that may be developed by Leadership and/or Management teams.