Intern - Administration job at Kilimo Trust

The purpose of this internship is to provide the intern with practical, hands-on experience in front-office operations, customer service, and administrative support in a professional work environment.

Through this role, the intern will gain a deeper understanding of reception and administrative functions, preparing them for future employment in office administration or related fields.

Effective Communication

Writing & Verbal Skills

Computer Skills

Ability to Multi-task

Responsibilities

Front Desk Management:

• Greet and receive visitors in a professional and friendly manner.
• To ensure delivery of friendly, efficient customer-oriented service by creating a warm and welcoming atmosphere for staff and guests and providing timely administrative support.
• Support the management of the reception area to ensure it is clean, organized, and welcoming.

Telephone and Communication Handling:

• Answer, screen, and direct incoming phone calls promptly and courteously. 
• Handle general inquiries and route them to the appropriate departments or staff.

Visitor and Meeting Coordination: 

• Maintain a log of all incoming visitors and coordinate visitor appointments. 
• Support the scheduling and preparation of meetings, including room bookings and refreshments.

Mail and Courier Services: 

• Receive, sort, and distribute incoming mail and packages. 
• Coordinate outgoing mail and courier services to ensure timely delivery 

Administrative Support: 

• Provide clerical support including photocopying, scanning, filing, and data entry. 
• Assist with the preparation of documents, reports, and correspondence. 

Support to Project Teams: 

• Serve as a liaison for project teams by ensuring effective communication flow from reception to internal offices. 
• Assist in coordinating logistics related to project activities (e.g., printing, booking venues, preparing materials.

Security and Protocol Compliance: 

• Uphold organization protocols and confidentiality in handling sensitive information.

Competencies Required: 

• Detail-oriented and highly organized. 
• Proficient computer skills, especially Microsoft applications. 
• Internet skills (the use of e-mails, group messaging). 
• Ability to Multitask 
• Strong interpersonal, communication, coordination, and negotiation skills 
•  Customer Oriented skills 
• Very professional and Confident 
• Flexible and adaptable to different work environments and challenges.

Skills Required:

• Excellent verbal and written communication in English (and local language, if applicable). 
• Friendly and approachable demeanor with strong customer service orientation 
• Ability to relate well with people from diverse backgrounds, including visitors, staff, and partners. 
• Ability to multitask and prioritize work effectively in a fast-paced environment. 
• Demonstrates integrity, discretion, and respect for confidentiality in handling sensitive information. 
• Customer service orientation with the ability to respond promptly to member inquiries, provide support, and address concerns

Educational Qualifications and Experience Required: 

• A Bachelor’s Degree in Business Administration, Office Management, or a related field. 
• Basic experience in Administration-related roles 
• Basic experience in administration and procurement processes will be considered an added advantage

How to Apply
If you are the right candidate, please send your application letter plus the following: 

• An up-to-date CV. 
• The names and contacts of three referees. 
• Copies of Academic Certificate and Transcripts for O-Level, A-Level – where applicable, Undergraduate qualifications.
• Your daytime contact telephone number.

Interested and qualified candidates should submit their applications through the Kilimo Trust online recruitment system, addressed to the Human Resource Manager.