Administrative Assistant/Receptionist – Nairobi – Africa Inland Mission – 2024
Job Details
- Position: Administrative Assistant/Receptionist
- Company: Africa Inland Mission (AIM) – Africa Based Support
- Location: Nairobi, Kenya
- Job Type: Full-Time, NGO, NPO & Charity Sector
- Reporting To: AIM Care Office Supervisor
- Application Deadline: Ongoing
Introduction
Africa Inland Mission (AIM) is a dedicated, non-profit organization focused on supporting the mission of spreading the gospel of Jesus Christ across East and Central Africa. We’re seeking a motivated and servant-hearted individual who desires to make a meaningful impact. If you’re passionate about providing exceptional administrative support and playing a pivotal role in supporting our mission, then this opportunity may be for you. Working within AIM Care, you’ll help manage both general and clinical administrative tasks, ensuring smooth logistical support for our mission community. This is an onsite role based in Nairobi, offering valuable growth opportunities within a dynamic, faith-driven organization.
Key Responsibilities
1. Client Reception
- Welcome Clients: Greet clients upon arrival, assist with initial intake paperwork, and ensure they are well-informed throughout their visit.
- Coordinate Appointments: Organize new client and follow-up appointments to maintain an efficient schedule.
- Manage Communication: Answer incoming calls, route them to the intended recipient, and handle any client inquiries professionally.
- Payment Handling: Manage cash, check, and credit card transactions, ensuring accurate billing and providing receipts to clients.
2. Clinical Administrative Tasks
- Intake Processing: Oversee the complete process for new intakes, including managing the Electronic Medical Record (EMR) system.
- Appointment Scheduling: Assist in booking appointments, sending meeting links, and distributing psychological evaluation test forms as required.
- Billing and Records Management: Ensure accurate billing, maintain client records, and update databases with necessary client details.
- Support for Offsite Work: Assist in preparing offsite work arrangements for counselors.
3. Office Administration
- Financial Accuracy: Assist in ensuring that all financial transactions are recorded precisely in the finance records.
- Administrative Needs: Manage general office tasks such as photocopying, scanning, and maintaining supplies.
- Facility Maintenance: Support the upkeep of seminar and conference rooms and prepare offices for new clinicians.
- Stationery Orders: Manage inventory and orders for office supplies and stationery.
4. AIM Care Library Maintenance
- Organization and Cataloging: Keep the library tidy, organized, and maintain accurate catalogues.
- Book Check-Out: Assist clients with book loans, ensuring timely returns and accurate records within the library system.
5. Housekeeping Support
- Refreshment Stocking: Ensure refreshments are available for clients, and maintain cleanliness across the offices.
- Substitute Housekeeping: Step in for housekeeping duties when needed, including preparing tea for staff and clients.
Qualifications and Skills
Educational Requirements
- Diploma: Community Health, Social Work, Nursing, Clinical Officer, or a related field.
- Additional Credentials: CPA II certification is preferred.
Experience
- Essential: Minimum of 1 year of experience in an administrative position, preferably within a healthcare setting.
- Desired: Familiarity with cross-cultural and counseling environments is beneficial.
Key Skills and Attributes
- Integrity and Trustworthiness: A God-fearing individual committed to high ethical standards.
- Interpersonal Skills: Strong listening and interpersonal skills, including the ability to understand diverse accents.
- Confidentiality: High capacity for maintaining confidentiality and professionalism.
- Clerical Accuracy: Exceptional attention to detail and data accuracy.
- Effective Communication: Proficient verbal and written communication skills.
- Time Management: Ability to manage time efficiently and prioritize tasks effectively.
Company Culture and Values
Africa Inland Mission is deeply rooted in its mission to spread the message of Jesus Christ, supporting communities across East and Central Africa. The work environment at AIM is inclusive, faith-driven, and built on respect, compassion, and dedication. We prioritize the well-being of our employees, fostering a positive atmosphere that encourages professional and personal growth. As a team, we are united in our values and commitment to making a difference through our work.
Apply Now for the Administrative Assistant/Receptionist Position
If you are passionate about serving others and have the required skills and qualifications, we encourage you to apply today. Click the link below to complete the online application form and take the first step towards a fulfilling role with AIM.
Equal Opportunity Statement
We are an equal opportunity employer and are committed to attracting and retaining the best employees from all backgrounds. Only shortlisted applicants will be contacted.
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