Administration Support Officer at Concern Worldwide

About the Role

Concern Worldwide is seeking an Administration Support Officer to provide comprehensive administration support services for the Nairobi office. You will support the efficient and professional day-to-day management of administrative and logistics processes, ensuring the smooth operation of the office.

Visitor Relations

• Manage and screen all visitors to the office in collaboration with security guards and direct them to the relevant staff member
• Answer the switchboard and forward calls to the relevant staff member
• Send mail through courier and manage mailings in a cost-efficient manner according to established guidelines
• Check the Nairobi admin email address daily and forward emails as appropriate
• Issue temporary phones to visitors when necessary, ensure return upon departure, and obtain signed asset issue forms
• Top-up pre-paid visitor phone lines as required
• Maintain and issue emergency contact cards to visitors upon arrival

Administration and Office Management

• Arrange accommodation bookings in Nairobi for staff and visitors, ensuring advance notification of lodging details
• Book airport pick-up and drop-off services for visitors
• Manage scheduling and bookings for meeting rooms
• Prepare payments for administration services including accommodation, telephone, and flights; ensure staff identify and are charged for personal calls
• Prepare payments for utilities (electricity, gas, water) for both post-paid and pre-paid accounts; monitor consumption for pre-paid services and arrange top-ups before funds deplete
• Maintain the key-holder/office opening and closing board
• Keep the office notice board updated with current information
• Ensure regular emptying of paper recycling boxes
• Monitor timely payment of office bills including phone, internet, office furniture, equipment, and supplies