Executive Assistant
Reference Number: EA-05-12
Category:Management and Administration
Grade: 5.1
Location: Kilifi
Country: Kenya
Reference Number: EA-05-12
Category:Management and Administration
Grade: 5.1
Location: Kilifi
Country: Kenya
Summary:
The position is also vital for effective liaisons between the
Programme's Director office with the rest of the internal functions and
externally, with the Programme's partners and stakeholders.
Reporting Lines:
The post holder will report to the Programme Director.
Key Responsibilities:
Reporting Lines:
The post holder will report to the Programme Director.
Key Responsibilities:
- Coordinate
activities of the Director’s office by providing secretarial support
services and technical assistance to ensure timely service delivery and
ensure no issues are left pending.
- Maintain
efficient and effective communication channels between the Directors, COO,
senior management team and external customers to ensure professional
interface and superior customer service.
- Proofread and
draft routine correspondence, memos and a wide variety of reports on
routine administrative matters for Director’s approval and signature.
- Receive and
screen incoming calls, visitors, correspondence and reports; handle
routine matters personally and determine and forward priority matters to
the appropriate officers accordingly.
- Handle enquiries
and complaints and brief the Director on issues requiring her attention
and prompt decision-making to ensure customer satisfaction.
- Maintain the
Director’s calendar and schedule of appointments, screen requests for
meetings, and synchronize office and personal diaries to ensure that
appointments do not overlap.
- Organise the
filing and retrieval of files and documents in order to ensure that they
are secure and accessible.
- Coordinate the
preparation of both local and international itineraries for the Director,
confirm travel bookings and hotel reservations and raise impress
allowances.
- Maintain
inventory of office equipment in Director’s office, monitor utilization of
consumables and requisition for additional supplies.
- Administration
of meetings i.e. taking minutes, typing and circulating them to staff as
required.
- Organize legal
documentations for international staff; and maintain records of the
documentation (to ensure timely renewals).
- Establish/maintain
systems and records (i.e. paper flow, database etc.) for project studies
and publications for the programme’s research team.
- Organize
international meetings for the Programme.
- Coordinate
Programme’s scientific meetings – Seminars/Journal clubs
- And any other
duties that may be assigned from time to time..
Skills and Competence:
Qualifications:
Qualifications:
- A Bachelor’s
degree in Secretarial Studies, Business Administration. Office Management
or equivalent
- KCSE (Grade C
plain and above)
Experience:
The Post holder should have:
The Post holder should have:
- At least 8
years’ experience in providing support to top executives and senior
management teams
- Considerable
knowledge of office procedures and secretarial practices including
organization, planning, records management and general administrative
skills
- Computer
literacy with proficiency in Microsoft applications
Competencies:
- Strong planning,
organisational and administrative skills
- Strong
problem-solving skills with keen attention to detail
- Strong report
writing, proofreading and editing skills
- High level of
confidentiality and discretion
- Tact, poise and
excellent communication and interpersonal skills
- Ability to
establish and maintain good working relationships
- Effective time
management skills with the ability to prioritise workloads and work within
tight deadlines
- Team worker,
able to work in a multi-cultural environment, punctual and high integrity
Application Procedure:
To apply for this post you must be a registered user. Log into your account then go to Vacancies, view the post and click on the button: "Apply for this job".
Candidates are required to state their current/last salary.
Candidates must supply an email and telephone contact that will be used when offering interviews.
To apply for this post you must be a registered user. Log into your account then go to Vacancies, view the post and click on the button: "Apply for this job".
Candidates are required to state their current/last salary.
Candidates must supply an email and telephone contact that will be used when offering interviews.
The application closing date is 19th June 2012.
Only shortlisted candidates will be contacted.
