Executive Assistant to PPPU Director in Kenya Job Vacancy


Republic of Kenya
 
Ministry of Finance
 
Infrastructure Finance & Public Private Partnerships Project
 
Executive Assistant to PPPU Director in Kenya

Credit No. 51570 KE
 
Project ID No. P121019
 
The Government of Kenya (GoK) in conjunction with the World Bank is implementing an Infrastructure Finance and Public Private Partnerships Project (IFPPP) whose overall development objective is to increase private investment in the Kenyan infrastructure market by improving the enabling environment to generate a pipeline of bankable PPP projects. 

This objective will be achieved through the provision of technical expertise and building capacity to implement the Government’s Public Private Partnerships (PPP) National program in Kenya.

It is intended that part of the proceeds of this credit be applied to eligible payments under the contracts for provision of the aboveservices and is for a period of one (1) year renewable based on performance.

1. Objective of the Executive Assistant Position

The main objectives of the Executive Assistant position are:
 
To provide the requisite initial Administrative support to the PPP Secretariat/Unit Director to carry out his mandate to assist MDAs to identify, select, appraise, approve, negotiate and monitor PPP projects throughout their life cycle, as well as developing administrative & coordination tools and guidelines within the PPP Unit and with various stakeholders for the PPP process. 

The Executive Assistant will assist in initial screening of all documentation received by the PPPU Director and ensure distribution and replies to the right parties.
 
Moreover, he/ she will follow up with all stakeholders to ensure prompt reply and execution of PPPU recommendations or requests.
 
He/she will also be responsible for all inputs on PPPU website and updates and administrative relationship with the web site company, as well as, day to day follow-up with the administration work with PIU. 

The Executive Assistant will be also responsible for internal follow up and coordination within the PPPU to ensure smooth flow of operations and execution of the PPPU Director’s instructions.

2. Tasks to be performed
 
The Executive Assistant to PPPU Director is expected to perform the following tasks:
  • Maintain a proactive calendar for the PPPU Director
  • Create and maintain a tracking system for all correspondence between the PPPU and the PIU and follow up on the necessary actions to complete the assignments
  • Screen, filter, prioritize and respond to internal and external correspondence for the PPPU
  • Assist the PPPU Director on follow up of performance of PPPU Staff
  • Assist in arranging and coordinating events, conferences and meetings
  • Prepare reports, memos, letters and other documents requested by the PPPU Director
  • File and retrieve corporate PPP documents, records and reports
  • Prepare responses to correspondence containing routine inquiries
  • Maintain records management systems
  • Prepare and follow-up all travel arrangements for PPPU staff members
  • Coordinate all administration work with PIU
  • Keep track on conferences and seminars to obtain information for use in PPP training programs
  • Input and administer PPPU website
  • Oversee and load integration of all tendering documents and publications over the PPPU website
  • Assist in the Secretariat work of PPPC
  • Carry out any other assigned duties related to PPP.
2. Qualifications, Skills and Experience
  • A university degree in Business Administration, Economics or a related field is necessary.
  • Prior experience in dealing with various public entities is a plus.
  • Strong knowledge of private sector operations, understanding of PPP procurement and operation is a requirement.
  • A post graduate study is an added advantage. Excellent knowledge of English spoken and written.
  • Team membership and multitasking skills is necessary.
  • Working experience with at least 2-3 years in public sector entity in a related field.
3. The Ministry of Finance (the Client) through its Project Implementation Unit (PIU) now invites interested candidates to apply for the position. Interested candidates shall provide information indicating their professional capability to undertake the position. They should provide a cover letter together with their most recent CV showing their experience, qualifications, capabilities, references and details of past experience in this area of expertise.
 
4. Interested candidates may obtain further clarification at the address given below during office hours between 0900 to 1630 hours, Monday – Friday inclusive, exclusive of public holidays, before the deadline for the submission of Expressions of Interest. The selection of candidates will be in accordance with procedures set out by World Bank Guidelines: Selection and Employment of Consultants by World Bank Borrowers, May 2004 and revised in October 2006.
 
5. Complete Application documents in plain sealed envelopes with Position reference and name clearly marked on top should be sent to the address below or forwarded using the email addresses as shown below or placed in the tender box at our offices on the 7th floor, Anniversary Towers, North Tower
 
Postal Address:
 
Project Implementation Unit
Attention: Procurement Specialist
P.O Box 00100 – 34542
Nairobi, Kenya.
 
Physical Address:
 
Project Implementation Unit
Attention: Procurement Specialist
7th Floor, Anniversary Towers, North Tower.
Building No.19 Monrovia Street/University Way
Nairobi, Kenya.
 
Telephone No.: 254 - 20 - 2210271/2210341 
Fax No.: 254 - 20 - 2210327 
E-mail: info@flstap.go.ke
 
6. Deadline for submission of Applications is Wednesday 20th February 2013 at 1600 hours Kenyan local time.
Procurement Specialist, FLSTAP
For: Financial Secretary