Receptionist

The Royal Danish Embassy in Nairobi is hiring a Receptionist to join their administrative and logistics team on a one-year fixed contract. This position offers an excellent opportunity to work in a dynamic diplomatic environment while providing crucial front-office support.

Job Summary

Position: Receptionist
Contract Type: One Year Fixed Contract (local terms)
Starting Date: To Be Announced
Location: Danish Embassy in Nairobi, 13 Runda Drive, Runda

About the Role

The Royal Danish Embassy seeks a positive, service-minded, and proactive Receptionist who will serve as the first point of contact for visitors and callers. The successful candidate will be responsible for managing the reception area while supporting the administrative team with various duties. The Embassy values flexibility and the ability to handle tasks beyond the primary reception responsibilities.

Key Responsibilities

• Operate the switchboard by receiving and directing calls to appropriate staff, taking messages, and making outgoing calls
• Manage the Embassy transport booking system, coordinating with drivers and Team Leader
• Control visitor entry into the Embassy in coordination with security personnel
• Distribute mail, emails from the main Embassy inbox, and dispatch correspondence
• Distribute daily newspapers throughout the Embassy
• Reconcile monthly taxi and courier services invoices
• Report and follow up on telephone line and switchboard issues with service providers
• Maintain and update contact lists and distribution lists
• Draft professional correspondence including emails and letters
• Provide timely administrative support as needed
• Coordinate social events and meetings, including managing guest lists
• Assist with hotel bookings for visiting delegations and Danish Foreign Ministry staff
• Coordinate invitation distribution for Embassy functions and events at the official residence
• Manage office stationery inventory and replenishment
• Coordinate purchasing of kitchen and toiletry supplies
• Liaise with support staff for meeting preparations (tea/coffee service)
• Serve as backup for the Danish Ambassador’s Personal Assistant
• Handle additional secretarial and administrative tasks as assigned

Job Requirements

Education:

• Degree in Business Administration or related field

Work Experience:

• Five or more years of experience in a similar reception or administrative role

Skills and Attributes:

• Fluent in spoken and written English
• Excellent organizational skills with ability to multitask effectively
• Flexibility and strong prioritization skills, comfortable with short deadlines
• Ability to work independently in a structured manner with attention to detail
• High level of integrity with tactful, diplomatic approach
• Strong interpersonal and intercultural communication skills
• Team player mentality with adaptable attitude
• Willingness to take on diverse tasks as Embassy priorities shift

Employment Conditions

The Receptionist will be employed according to regulations for local staff at the Royal Danish Embassy in Nairobi. The position offers:

• 37-hour work week with flexibility in organizing daily hours
• 25 days of paid holiday annually
• Competitive salary reflecting qualifications and experience
• Workplace pension scheme
• Reasonable coverage of sickness expenses for employee and dependents
• Equal opportunity employer welcoming applications from all qualified persons

Employment is subject to successful security clearance from Danish authorities. Selected candidates must present a “No Criminal Record” certificate.

About the Danish Embassy

The Danish Embassy in Nairobi is part of the Danish Foreign Service, covering Kenya, Malawi, Seychelles, Mauritius, and Eritrea. Co-located with the Danish representation office to Somalia, the Embassy employs approximately 95 staff members, including posted personnel from the Danish Foreign Ministry and locally employed professionals.