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Personal Assistant Job in Nairobi Kenya

Role Profile: Personal Assistant
Location: Nairobi Kenya
Reporting to: Executive Director
Client’s Purpose: To improve the socio-economic conditions of African producers.

Our client, who deals with trade and operates in the four (4) regional networks - Eastern, Southern, West and Middle East and North Africa (MENA), is looking to recruit a Personal Assistant.

Job Purpose: To enhance the Executive Director’s effectiveness by providing full management and administrative support and ensuring that conflicting demands on the Executive Director’s diary are effectively managed and resolved.

Key Responsibilities:

  • Coordinating the Executive Directors’ diary and work schedules by planning and organizing meetings, conferences, teleconferences, and travel.
  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
  • Handling telephone enquiries, dealing with or referring to other staff matters not needing the Executive Directors’ attention and acting as the public face/first point of contact for the Executive Director.
  • Coordinates and prepares key documents for the Executive Director and ensures that all relevant information is provided prior to appointments and meetings.
  • Prepares, consolidates and submits regional and departmental reports to Executive Director, extracted from the respective direct reports monthly.
  • Ensures that these reports are reviewed by the Executive Director and circulated monthly to the members of the Board.
  • Organizing and planning meetings, circulating notices of meetings, ensuring availability of meeting rooms, external venues, equipment, and materials as required for the management team.
  • Coordinates all logistics; prepares the agendas and takes minutes of Board, Board sub - committees, management and staff meetings.
  • Produces and distributes the minutes of the meetings as appropriate; prior distribution of relevant folders to Board of Directors at least 14 days before the scheduled meetings.
  • Liaise with the regional networks to access the regional boards’ meeting schedules and minutes, and maintaining up to date records of all the meetings.
  • Arranging both national and international travel and organization for accommodation for the Board, Programme Director, producer visits, and other guests as required for international travel, obtaining visas, checking travel health requirements and obtaining foreign currency in liaison the finance and HR departments.
  • Ensuring the Executive Director’s expenditure is in line with the organization’s procedures, processing expense claims, checking invoices prior to authorization and coding expenditure to correct budget headings.
  • Updates and maintains the Executive Directors office filing system and various databases, computer files and directories, and keeps a log of important documentations where possible.
Knowledge and Experience Required:

  • University degree in Business Administration or related field.
  • Must have at least 4 years’ experience of being a Personal Assistant at Director level or equivalent positions, undertaking full range of duties commensurate with the role including extensive diary and email management and travel arrangements.
  • Experience of providing administrative support, including minute taking, for Board and sub-committees
  • An organized and methodical approach and the ability to juggle competing priorities, both in terms of forward planning and reactive work in relation to unplanned occurrences.
  • Excellent communication skills with the ability to create a positive impression of the organization in person, writing or by telephone.
  • Discretion, tact and diplomacy. It is a critical requirement that the post holder maintains complete confidentiality of information disclosed at management or Board meetings.
  • Ability to write clear and concise letters, papers and reports, prepare PowerPoint presentations for internal and external use.
  • Experience of collating information to provide initial short briefing documents for the Executive Director.
  • Able to organize and plan work on own initiative, as well as working with a variety of different people
  • Demonstrable skills in using MS Office applications especially Word, Excel, Outlook and Power Point
  • Experience in the field of development cooperation and NGO’s
  • Experience in working with producer organizations
  • Passionate commitment - This competency shows you have a passion, dedication, and proactively can show your support for the organization.
  • Embracing change - This competency is about you showing you are flexible and responsive to changing needs. It is about innovating, doing something new or differently.
  • Working together -This competency is about how we all relate to one another – either as Line Manager and Team, the Team itself, or colleague to colleague.
  • Knowledge management - This competency is about working in a way that promotes information and knowledge sharing to the team and our broader network.
Application Procedure:
Applicants should email their applications attaching a detailed curriculum vitae and a letter indicating why they are interested in and qualified for the position and the names of three referees who can provide confidential assessment of their capabilities to a Search Committee.

All communications relating to applications for this position should be addressed to email address:

Applications should be received by 13th March 2015.

Only shortlisted candidates will be contacted. 

On the subject matter of the email please indicate the position you are applying for.

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