Receptionist

Gap Recruitment Services Limited is seeking to recruit a highly organized and professional Receptionist on behalf of its client, a foreign mission/embassy in Nairobi. The receptionist will play a critical role in managing the front desk, responding to consular inquiries, handling bookings, and providing translation support between English and Somali.

Key Roles & Responsibilities

• Respond to and give general advice in consular cases by phone and by e-mail.
• Manage bookings for the consular section (e.g., passports, citizenship cases, registration of coordination numbers).
• Update the electronic booking schedule.
• Responsible for the consular mailbox and consular phone hours.
• Assist with oral and written translations from Somali to English.
• Man the embassy front desk which includes greeting visitors, responding to incoming calls, handling general queries and complaints, passing on messages, and transferring calls as necessary.
• Responsible for updating the Embassy phone list.
• Manage bookings of the Embassy meeting rooms.
• Receive and dispatch deliveries.
• Assist with mail handling and pouch shipments.
• Perform ad hoc administrative duties.
• Perform other duties as assigned by the Head of Administration and Consular Section.

Requirements and Qualifications

• Successful completion of a university degree or similar from a recognized institution in a field relevant to the position.
• A minimum of three years of relevant working experience.
• Experience of consular work at a foreign mission is considered a great advantage.
• Excellent command of oral and written English, Somali, and Kiswahili languages.
• Problem solver with excellent administrative and organizational skills.
• Passionate and committed learner with the ability to learn, adapt to new guidelines, and report on agreed results.
• Have an excellent sense for good, polite, and correct service.
• Ability to handle and respond to people in distress.
• Ability to take initiatives and adjust to changing priorities.
• Strong organizational and interpersonal skills.
• Strong written and oral communications skills.
• Being an effective team player.
• Being discreet, reliable, and having a high level of integrity.
• Being punctual and able to handle strict deadlines.
• Proficiency in basic MS Office programs: Word, Outlook, Excel etc.