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Executive Assistant Job in Nairobi Kenya

Action Africa Help International (AAH-I) is an African-led, regional organisation, working in East and Southern Africa to improve the quality of life in livelihood challenged communities. AAH-I has country programmes in Kenya, Somalia, South Sudan, Uganda, and Zambia.

It brings over 20 years’ experience working with communities in conflict and post-conflict situations, including refugees, internally displaced people and host communities.

More recently, it has expanded its activities to work with other marginalised communities, including pastoralist communities and communities in urban slums.

With the current growth in AAH-I and to facilitate the implementation of our 2014-2018 strategy, we wish to recruit for the following positions in January 2015:

Job Title: Executive Assistant       
Reports to: Executive Director, AAH-I
Staff reporting to this post: None
Liaises with: Country Directors, Finance & Administration Director, Program Director, Communication Manager, Partnership Manager, HR manager, Internal Auditor.
Duty Station: AAH-I Nairobi 
Job Summary: We are looking for an exceptional mid-career Executive Assistant. The purpose of this position is to provide executive support to the AAH-I Executive Director and the leadership team in interactions with internal and external audiences. 

This includes managing the day-to-day operations of the Executive Director’s office in an efficient and effective manner.

Core Responsibilities:
  • Organizing and maintaining the Executive Director’s diary and making appointments;
  • Prioritizing emails and incoming papers/correspondence and if necessary determine appropriate delegation/action;
  • Coordination, organization and facilitation of Board meetings and other stakeholders;
  • Writing Board meeting minutes and following up on action points arising therefrom;
  • Writing minutes of AAH-I’ Senior Management Team meetings;
  • Carrying out research and presenting findings for the Executive Director upon his/her request;
  • Producing documents, briefing papers, reports and presentations;
  • Monitoring and follow-up of processes, projects and activities related to work packages assigned to the Executive Director;
  • Preparation of Executive Director’s travel and accommodation arrangements;
  • Preparation of Executive Director’s travel expense reports;
  • Filing of paper and electronic documents;
  • Delegating work to others in the manager’s absence as directed by the ED;
  • Carrying out specific projects as requested by the Executive Director;
  • Ensuring presentation of timely internal office reporting to the Executive Director;
  • Provide support to members of AAH-I as required.
  • In addition to the responsibilities outlined in section III above, the Executive Assistant will upon instruction by the Executive Director perform ad hoc activities which are either by their nature related to his / her normal duties or evolve from operational requirements.
Professional Qualifications:
  • Degree in Business, Administration or Management;
  • 5 years of proven work experience in a similar position in a fast paced, demanding environment.
Skills and Competencies:
  • The ideal candidate should combine a unique blend of exceptional organizational, analytical, communication and interpersonal skills.
  • They should possess an energetic disposition along with the ability to prioritize multiple tasks and take initiative regularly.
  • They should be rigorous, pragmatic and on-the-ground solution focused with the necessary academic acumen for the required follow-through work.
  • Discretion, confidentiality and diplomacy;
  • Excellent written and oral communication in English
  • Ability to communicate effectively at various levels within the organization.
  • Strong organizational skills; ability to prioritize work and meet deadlines;
  • Excellent interpersonal skills;
  • Ability to integrate into a multi-cultural environment;
  • Display sound judgment;
  • Ability to work with minimal direction, take initiative;
  • Ability to accomplish multiple tasks and prioritize work; efficient;
  • Very good computer application and presentation development skills, including experience with Outlook, MS Word, PowerPoint and Excel;
Personal Attributes:
  • Detail-oriented, proactive professional and problem solver;
  • Mature, dependable self-starter who follows through on tasks;
  • Cheerful team player, comfortable in an international, multi-cultural, and ever-changing environment.
  • Ability to work strategically and cooperatively in a team environment with all levels of professional, technical and administrative staff
  • Sound judgment, maturity, and sense of urgency with the ability to be decisive and thoughtful
  • Highly credible, collaborative, professional and resourceful style
  • Extremely trustworthy with the ability to handle confidential matters and sensitive information
  • Executive presence, demonstrating comfort speaking internally/externally on behalf of the ED
  • Smart, strategic, diplomatic and proactive; working in a fast-paced, high-performance culture
  • Exceptional attention to detail and high quality deliverable outputs
  • Exceptional organisation skills with good time management and resourcefulness
  • Ability to multi-task in a fast paced environment and to remain graceful under pressure
  • Excellent interpersonal skills and a high degree of professionalism
  • Excellent problem solving and analytical ability in cross-functional multi-cultural environment
  • Exceptional written communication skills and with experience in writing compelling messages to external stakeholders; enthusiasm to communicate clearly, confidently, and precisely
  • A start-up personality; entrepreneurial, ambitious, independent, systematic attention to detail, structured thinker, goal-oriented, flexible and able to deal well with setbacks;
Application Instructions

Interested candidates should email application letters and CVs (with 3 referees) addressed to to be received by Monday, 5th January, 2015 at 5:00 pm.

The email Subject Line must show the job title of the position applied for.

AAH-I is an equal-opportunity employer.

Only those selected for the interviews will be contacted.

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