Program Assistant, Front Desk

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