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Program Assistant (Front Desk), Locum at RefugePoint

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Job Detail

  • Job ID 1008829
  • Experience  2 Years
  • Industry  Management
  • Qualifications  Degree Bachelor

Job Description

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 needed;
  • 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;
  • Conduct interviews for clients who have gone through the Resettlement interviews;
  • In liaison with the cleaners ensure the lactating room is kept clean ;
  • 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.

Required skills

Bachelor’s degree in Office Administration, Business Administration, Social Sciences, or any other r Experience working with refugee populations in an urban setting; Fluency in Kiswahili and English. Fluency in refugee-spoken languages like Somali, Oromo, Kinyamulenge, etc., will be an added advanta Two years’ experience in a Front Desk role and a Diploma in a related field in lieu of a Bachelor’s

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