Administrative Assistant & Receptionist at International Organization For Migration

Company: International Organization For Migration Qualification: High School Diploma Experience Length: 24 Months Job Location Type: In-Person Country: Kenya Region: Nairobi Experience Level: Graduate Industry: Inter-Governmental Function: Administration

About the Organization
Established in 1951, the International Organization for Migration (IOM) is the world’s leading inter-governmental agency in migration. With 162 member states, 9 observer states, and a presence in over 100 countries, IOM promotes humane and orderly migration by offering services and guidance to both governments and migrants.

IOM works to ensure the safe and dignified management of migration, fosters international cooperation, and provides humanitarian assistance to migrants in need, including refugees and internally displaced persons.

Job Summary
IOM Nairobi is looking for a skilled Administrative Assistant to manage reception duties and provide administrative support across its Kenya Country and Regional Offices.

Key Responsibilities

  • Reception Area Management:
    • Answer calls, screen and direct inquiries, take messages when necessary, and maintain professionalism at all times.
    • Receive and direct correspondence (emails, courier packages, faxes) according to IOM’s procedures.
    • Greet visitors, ensuring a positive image of IOM and maintaining a well-organized reception area.
  • Administration and Payment Processing:
    • Handle monthly office utility bills and service invoices (e.g., rent, internet, telephone, electricity, water, security, and maintenance).
    • Verify invoice accuracy, ensuring services rendered comply with guidelines.
    • Prepare and submit payment requests, track their status, and adhere to deadlines.
  • Perform other administrative tasks as assigned.

Qualifications and Skills

  • Education:
    • High school diploma with at least four years of relevant experience, or
    • Bachelor’s degree in Secretarial Studies or related field with two years of relevant experience.
  • Experience:
    • Prior experience with UN agencies, NGOs, or international organizations is preferred.
    • Proficiency in MS Office, particularly Excel, Word, Access, and Outlook.
    • Experience using office equipment like PABX and photocopiers.
    • Strong client relations and cross-cultural communication skills.
  • Skills:
    • Clear written and verbal communication in English.
    • Excellent organizational, time management, and multitasking abilities.
    • Strong attention to detail, initiative, and problem-solving skills.
    • Ability to work effectively in a team and across cultures.
    • Proficient in MS Office (Excel, PowerPoint, SharePoint, Zoom, Outlook).

International Organization For Migration

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