Receptionist at Embassy of Switzerland Programme 2023

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;

Requirements

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 organisational 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.