Managing the Front Desk

Provide a friendly welcome to clients and visitors and appropriately direct them;
Professionally and courteously provide routine information to walk-ins, clients, and/or visitors;
Promptly answer telephone calls, take and pass on messages as appropriate;
Manage patients’ queues and send them through promptly;
Pay attention to security at the front desk area, press the panic button, and/or proactively call for support if a security situation is developing.

Scheduling

At the request of various officers, call candidates or clients for interviews, call clients for specific interventions as requested, and provide them with directions/and or a map as needed;
At the request of HR, come up with codes for candidates attending skills assessments.

​Information, Documentation, and Sharing

Check for gaps in primary case data when clients visit the office, complete missing information, photocopy UNHCR and DRS documentation where need be;
In consultation with the Clinical Officer and the Program Managers, create new cases in the database.
Inform clients attending the office of relevant new information, such as changes in protocol or documentation at UNHCR or DRA, office closures, etc.
In collaboration with the M&E unit, provide feedback to clients after assessments;
Sort and distribute incoming mail, invoices, and other documents; prepare outgoing mail for pickup and/or courier;
Maintain and update the record of internal telephone extensions and share with all staff whenever there are changes;
Operate bulk SMS and short code systems, sending out messages, receiving messages, and passing on messages to various departments as appropriate.
Respond to email inquiries received via the office mailbox and redirect them when needed.

Finance Support

Assist with preparing bus fare vouchers for clients scheduled to meet with staff members. 

​​​​​​​Other duties as assigned. 
Required qualifications:

Bachelor’s degree in Office Administration, Business Administration,  Social Sciences, or any other related field;
​​Two years experience in a Front Desk role and a Diploma in a related field in lieu of a Bachelor’s degree;
Fluency in Kiswahili and English.

Desired qualifications:

Experience working with refugee populations in an urban setting;
Fluency in refugee-spoken languages like Somali, Oromo, Kinyamulenge, etc., will be an added advantage.

Special Requirements:


Current Police Clearance Certificate