Administrative Assistant/ Receptionist

Africa Inland Mission International, a non-profit organization, is seeking motivated, servant hearted, devote follower of Jesus Christ interested in meeting the logistical needs of the mission community in East and Central Africa.

Job Purpose/Objective

• To assist the AIM Care Clinical team by providing administrative support in both general and clinical matters.

• To build capacity of AIM Care to meet increasing counseling needs by assisting with initial intakes and screening of clients.

• To assist the AIM Care Office Supervisor in the maintenance of the Finance records of Tumaini Nairobi.

KEY RESULT AREAS (Highlighted in bold)

NB: Under each KRA major duties are indicated

1. Client reception

• Welcome clients and guide them in the completion of initial intake paperwork.

• Coordinate new clients and follow-up appointments.

• Receive Phone calls and route them to the intended recipients.

• Handle cash /Check and credit card transactions with clients.

• Collect payments and issue receipts to clients.

2. Clinical administrative tasks

• Handle the whole process of new intakes.

• Handle the all administrative emails.

• Handle the Electrical Medical Record system.

• Assist in scheduling appointments, and sending virtual meeting links.

• Assist in sending psychological evaluation test forms.

• Ensure clients are billed accurately.

• Assist in recording all the invoices for clients.

• Keep reports of transactions.

• Update clients’ database as appropriate and needed.

• Assist in preparing counsellors’ work offsite.

3. Assist with administrative tasks

• Assist in making sure that all financial transactions are entered accurately.

• Assist with office administrative needs such as photocopying, scanning, etc.

• Assist and ensure the offices and conference facilities are kept clean and tidy.

• Assist in the smooth running of seminar room by recording both internal and external bookings.

• Assist in the smooth office operations and maintenance of facility by making reports and work orders.

• Assist in preparing offices for new clinicians.

• Assist in making orders for all stationery and all office requirements.

4. Maintain the AIM Care Library

• Ensure books picked are returned on a timely basis.

• Keep the library organized and tidy.

• Maintain the library catalogues.

• Assist clients in checking out books and register them in the Library system.

5. Assist in Housekeeping duties

• Assist in preparation of tea when the housekeeper is on leave.

• Ensure enough stock of refreshments for Aim Care clients.

• Ensure the offices are clean and tidy all times.

NB: Any other Duty assigned by the supervisor

Preferred/Desired

• Diploma in Community Health, Social Work, Nursing, Clinical Officer or its equivalent.

• CPA II

Experience:

Essential

• At least 1 year work experience in an administration position preferably in a health care setting.

Desired.

• Experiences in cross-cultural settings

• Experiences in counselling settings

Required Skills/Attributes & Competencies:

• Honest, trustworthy, God fearing person.

• High level of interpersonal skills

• High commitment and ability to maintain confidentiality

• High level of clerical accuracy

• Effective time management

• Effective communication skills, especially listening skills for different accents

How to Apply:

Candidates who meet the above qualifications are welcome to apply through this link https://tinyurl.com/mvwscuvs Please note that no other method of application will be acknowledged other than the online application Form.