Executive Assistant
Reference Number: EA-05-12
Category:Management and Administration
Grade: 5.1
Location: Kilifi
Country: Kenya
Summary:
To provide efficient and effective administrative and secretarial support to facilitate smooth running of the Programme's Director office and its related activities.
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:
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:
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:
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.
The application closing date is 19th June 2012.
Only shortlisted candidates will be contacted.