Assistant Office & Receptionist

Who We Are

International Justice Mission (IJM) is the global leader in protecting vulnerable people from violence around the world. Our team of over 1,200 professionals are at work worldwide in over 30 offices. Together we are on a mission to rescue millions, protect half a billion, and make justice unstoppable.

We are a global community that cares for one another. We believe that the way we work is as important as the results we achieve. We provide professional excellence with joy and celebration to all those we serve.

The Need

For 25 years, IJM has pioneered the work to protect vulnerable people from violence. As we grow to expand our impact to protect 500 million people globally from violence by 2030, we are seeking an office assistant/receptionist to provide overall coordination of office events, and reception duties and also support office procurement related responsibilities such as negotiations, tenders and prequalification processes providing administrative support and maintaining proper documentation.

This position is based in IJM’s Kenya Nairobi office and reports to the Senior Manager, Administration & Human Resources, Kenya

Responsibilities

• Attending and ensuring that all incoming visitors and callers are attended to appropriately and professionally maintaining the organization’s image
• Support in hosting visitors and guests to ensure a warm reception
• Efficiently track movement of documents in and out of the organization to ensure an audit trail and professional handling of documents
• Providing office support in a timely and effective manner to assure staff facilitation
• Procuring and managing the office supplies and stationery
• Create, maintain and build good relationships with suppliers/vendors negotiating for the best deals for the organization.
• Receiving, recording and dispatching incoming and outgoing office letters and documents in a systematic manner and as per agreed standards
• Processing various monthly bill payments
• Provide support in maintaining office hygiene including office cleaning and maintenance of a neat environment
• Support in arranging and execution of office events and logistics as required
• Provide and serve timely snacks and refreshments for staff gatherings and meetings as per request and plan
• Assist in monitoring, controlling and ordering office supplies
• Make errands as per requests and plans
• Process regular and emerging administrative obligations such as bills payment
• Ensure timely settlement of all financial obligations such as cash reports, expense reports etc.
• Perform other duties as assigned by the Senior Manager Administration and Human Resources

Requirements

• Diploma in Public Relations or Business or a related field
• A minimum of 2 years’ experience in a busy reception or administration office
• Fluent in written and spoken English and Swahili
• High level of proficiency with Microsoft PowerPoint and Outlook
• Proficiency with Microsoft Word and Excel

Critical qualities

• Highly organized and attentive to details
• Excellent planning and execution skills
• Mature orthodox Christian faith as defined by the Apostles’ Creed
• Excellent interpersonal skills
• Ability to multi-task and work well under pressure
• Exceptionally high levels of honesty and integrity

Application Process

Send your Resume, Cover Letter, and a statement of faith* in one document to kenyarecruiting@ijm.org quoting the Position Title in the subject heading before 10th February 2025. Applicants must have legal right to work in Kenya. Only shortlisted candidates will be contacted. *What is a statement of faith? A statement of faith should describe your faith and how you see it relevant to your involvement with IJM. The statement can either be incorporated into the cover letter or submitted as a separate document and should include, at a minimum, a description of your spiritual disciplines (prayer, study, etc.) and your current fellowship or place of worship.

Organizational Information

• Competitive salary, and benefits package.

• This is a full-time position based in Nairobi.

• Robust staffcare resources.

• Occasional travel locally may be required.

IJM holds strict safeguarding principles and a zero tolerance to violations of the Safeguarding Policy, Protection against Sexual Exploitation, Abuse and Harassment Policy and Code of Conduct. Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasis to assessing the candidates value congruence and thorough background, police clearance and reference check processes.