Background information about the job or company (e.g., role context, company overview)

The Embassy of Kenya in Paris has announced an opportunity for a qualified, reliable, and professional individual to join its administrative and consular operations as a Receptionist. As a diplomatic mission, the Embassy plays a central role in representing Kenya’s political, economic, social, and cultural interests in France. The Receptionist position is a critical function within the Embassy, serving both internal and external stakeholders and ensuring that every visitor, caller, and inquiry receives the appropriate level of service expected of an international diplomatic institution.

This recruitment aims to identify a candidate who brings professionalism, composure, and excellent organizational ability to a busy, multicultural environment. The role goes far beyond welcoming visitors; it contributes to the overall efficiency, safety, and reputation of the Embassy. Through detailed administrative support, coordination of communication channels, and adherence to security protocols, the Receptionist will support the Embassy’s daily operations and enhance the experience of all who interact with the mission.

For job seekers searching for Receptionist jobs in Paris, embassy job opportunities in Europe, consular support positions, or administrative support roles in international environments, this vacancy presents a valuable opening. The Embassy seeks an individual with strong communication skills, a customer service orientation, and the capacity to handle a broad range of administrative duties with accuracy, clarity, and discretion. This long-form announcement provides a comprehensive overview of the role, including the nature of the position, key responsibilities, skills required, working conditions, and overall expectations.

The following sections outline in detail the Receptionist role and provide potential applicants with an in-depth understanding of what the position entails. Each part is designed to give clarity and transparency, supporting informed decision-making for anyone interested in applying.

The Receptionist at the Embassy of Kenya in Paris holds a central administrative and operational function. This individual serves as the first point of contact for members of the public, Kenyan citizens living or traveling abroad, French nationals seeking consular services, visiting delegations, diplomatic representatives, and private stakeholders. Because the Receptionist directly influences the first impression of the Embassy, their role is essential to maintaining the standards expected of an official government mission.

Every interaction that occurs at the reception desk reflects on the Embassy’s reputation. This includes welcoming guests, answering calls, responding to inquiries, guiding visitors through proper security procedures, and ensuring that all engagements are handled professionally and efficiently. In addition to public-facing duties, the Receptionist provides internal administrative assistance that supports the smooth functioning of various departments.

Given Paris’s status as a major global city, the Embassy often receives high volumes of inquiries and visitors. This makes the Receptionist role particularly dynamic and demanding. The successful candidate must be adaptable, able to manage multiple tasks simultaneously, and capable of handling potentially sensitive matters with confidentiality and composure.

The role also includes a range of consular tasks and support duties that contribute to the Embassy’s service delivery. These responsibilities may vary from day to day depending on ongoing activities, diplomatic engagements, and consular needs. As such, the Embassy seeks a candidate who demonstrates flexibility, attention to detail, and a steady level of professionalism throughout all interactions.

Responsibilities or duties

The Receptionist’s responsibilities at the Embassy of Kenya in Paris encompass frontline reception duties, communication management, visitor coordination, administrative tasks, and internal support assignments. The role ensures that the Embassy’s reception area functions smoothly, safely, and in a manner that reflects the diplomatic nature of the institution.

To ensure clarity, the job duties have been categorized into clearly defined segments that detail the scope of the work involved.

Visitor and Guest Management

The Receptionist is responsible for welcoming and assisting all visitors to the Embassy in a respectful, courteous, and professional manner. This includes greeting members of the public seeking consular services, Kenyan citizens requiring assistance, official delegations, government guests, and individuals with scheduled appointments.

Visitor management includes explaining Embassy procedures when necessary, guiding individuals to the appropriate offices or service counters, and ensuring that each visitor understands where to go and what documentation may be required. Professionalism is essential, given that the Receptionist represents Kenya’s image internationally. The ability to provide clear guidance, remain patient, and approach each interaction with a service-oriented mindset is key.

In addition to general reception tasks, the Receptionist ensures that delegations and official guests receive the appropriate level of protocol. This includes ensuring their arrival is registered, that their hosts are informed immediately, and that they are guided appropriately through security procedures and into designated meeting areas.

Communication and Inquiry Management

One of the core responsibilities of the Receptionist is the management of the Embassy’s main communication channels. This includes handling the main telephone line, receiving calls, transferring callers to the suitable departments, taking accurate messages, and ensuring that all inquiries are addressed promptly.

The Receptionist must respond to general questions regarding Embassy services, operational hours, consular requirements, location guidance, and other basic information. When inquiries require specialized responses, the Receptionist must direct them appropriately and ensure that communication is clear, timely, and well-documented.

Email inquiries directed to the reception account must also be managed with accuracy. This may include acknowledging receipt, forwarding messages to relevant departments, or providing basic information when appropriate. Consistency in communication ensures that the Embassy maintains its service standards and responds effectively to public needs.

Security Protocol and Access Coordination

The Embassy operates within a high-security environment where access must be properly controlled. The Receptionist ensures that all visitors comply with security procedures before gaining entry. This includes verifying appointments, ensuring visitors sign in when required, issuing visitor badges, and monitoring movement within designated public areas.

The Receptionist must coordinate closely with security personnel to maintain the safety and integrity of the Embassy premises. This includes reporting suspicious activities, ensuring that emergency procedures are followed when necessary, and supporting security staff in managing crowd control during busy periods.

Maintaining an accurate visitor log is essential. Every visitor must be accounted for, and records must be kept in accordance with Embassy policies. This level of diligence is important in a diplomatic context where accurate documentation supports both safety and accountability.

Administrative and Clerical Support

The Receptionist supports the administrative sections with appointment scheduling, coordination of meetings, and the management of calendars when required.

Qualifications or requirements (e.g., education, skills)

The Embassy seeks an individual with strong communication skills, a customer service orientation, and the capacity to handle a broad range of administrative duties with accuracy, clarity, and discretion.

Experience needed

The successful candidate must be adaptable, able to manage multiple tasks simultaneously, and capable of handling potentially sensitive matters with confidentiality and composure.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

The Embassy seeks an individual with strong communication skills, a customer service orientation, and the capacity to handle a broad range of administrative duties with accuracy, clarity, and discretion.

The Embassy seeks a candidate who demonstrates flexibility, attention to detail, and a steady level of professionalism throughout all interactions.

• Welcoming and assisting all visitors to the Embassy in a respectful, courteous, and professional manner.
• Greeting members of the public seeking consular services, Kenyan citizens requiring assistance, official delegations, government guests, and individuals with scheduled appointments.
• Explaining Embassy procedures when necessary.
• Guiding individuals to the appropriate offices or service counters.
• Ensuring that each visitor understands where to go and what documentation may be required.
• Ensuring that delegations and official guests receive the appropriate level of protocol.
• Ensuring their arrival is registered.
• Informing their hosts immediately.
• Guiding them appropriately through security procedures and into designated meeting areas.
• Handling the main telephone line.
• Receiving calls.
• Transferring callers to the suitable departments.
• Taking accurate messages.
• Ensuring that all inquiries are addressed promptly.
• Responding to general questions regarding Embassy services, operational hours, consular requirements, location guidance, and other basic information.
• Directing inquiries requiring specialized responses appropriately.
• Ensuring that communication is clear, timely, and well-documented.
• Managing email inquiries directed to the reception account.
• Acknowledging receipt of emails.
• Forwarding messages to relevant departments.
• Providing basic information when appropriate.
• Ensuring that all visitors comply with security procedures before gaining entry.
• Verifying appointments.
• Ensuring visitors sign in when required.
• Issuing visitor badges.
• Monitoring movement within designated public areas.
• Coordinating closely with security personnel to maintain the safety and integrity of the Embassy premises.
• Reporting suspicious activities.
• Ensuring that emergency procedures are followed when necessary.
• Supporting security staff in managing crowd control during busy periods.
• Maintaining an accurate visitor log.
• Supporting the administrative sections with appointment scheduling.
• Supporting the administrative sections with coordination of meetings.
• Supporting the administrative sections with the management of calendars when required.

• Strong communication skills
• Customer service orientation
• Capacity to handle a broad range of administrative duties with accuracy, clarity, and discretion
• Professionalism
• Composure
• Excellent organizational ability
• Adaptability
• Ability to manage multiple tasks simultaneously
• Capacity to handle potentially sensitive matters with confidentiality and discretion
• Flexibility
• Attention to detail
• Steady level of professionalism

• Qualified individual
• Reliable individual
• Professional individual