Administration Support Officer at Concern Worldwide

About the Role

A dynamic team is expanding and seeking a dedicated Administration Support Officer to provide comprehensive administration support services for the Nairobi office. In this role, you will support the day-to-day management of administrative and logistics processes efficiently and professionally.

Visitor Relations

• Manage and screen all visitors to the office in collaboration with security guards, directing them to the relevant staff member
• Answer the switchboard and forward calls to the appropriate staff member
• Send mail through courier services and manage mail in a cost-efficient manner according to established guidelines
• Daily check the Nairobi admin email address and forward emails as appropriate
• Issue emergency contact cards to visitors upon arrival
• Issue temporary phones to visitors when necessary, ensuring return upon departure and proper documentation via asset issue forms
• Top-up pre-paid visitor phone lines as required
• Maintain emergency contact information for all visitors

Administration

• Arrange accommodation bookings in Nairobi for staff and visitors, ensuring all parties are advised in advance of their lodging details
• Book airport pick-up and drop-off services for visitors
• Manage the scheduling of meeting room bookings
• 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 pre-paid consumption and arrange top-ups before funds expire
• Maintain the key-holder/office opening and closing board
• Keep the office notice board updated with current information
• Ensure paper recycling boxes are emptied regularly
• Ensure smooth running of office operations including phone, internet, office furniture, equipment, and supplies by ensuring bills are paid on time