Micronutrient Initiative
Vacancy: Executive Assistant
Vacancy: Executive Assistant
Passionate about developing
and implementing solutions for hidden hunger, the Micronutrient Initiative (MI)
works in partnership with governments, the private sector and civil society
organizations to address micronutrient deficiency and related health and
nutrition problems in underserved populations.
Governed by an international Board of Directors, MI works in Africa, Asia, the
Caribbean, and Latin America and reaches 500 million people in 70 countries.
With headquarters in Ottawa,
Canada MI maintains regional offices in New Delhi, India and soon Nairobi,
Kenya that manage our country offices in Asia and Africa.
As we begin staffing our Africa Regional Office in Nairobi Kenya we are seeking skilled and highly motivated individuals to fill key positions in the areas of Finance, Nutrition, Monitoring and Reporting, Contracting and Procurement, Human Resources and support staff.
We are recruiting for the following position:
1. Identification
Position Title: Executive Assistant
Job# KENRO-14
Reports to / Position Title: Regional Director, Africa
Location: Nairobi, Kenya
2. Overall Purpose / Broad
Function: To
provide effective and efficient administrative and organisational support
primarily to the Regional Director but also to the Deputy Regional Directors, while
contributing to the effective and efficient management of administrative
systems for the office in general.
3. Key Duties and
Responsibilities:
- Organize RD’s
schedules, appointments, telephone calls and meetings and ensure calendar
is maintained and shared with other MI staff
- Welcome
external visitors and ensure they are offered refreshments during meetings
if necessary
- Sort and
prioritize incoming correspondence and ensure it is dealt with in a timely
manner
- Draft responses
to non-technical letters and acknowledgements
- Edit and format
documents and correspondents; produce final copy and distribute
accordingly
- Coordinate and
arrange travel itineraries, flights, accommodation, airport transport,
visas, travel authorizations, travel advances, documentation and material
folders for the visit and prepare expense statements for the Regional
Director and the Deputy Regional Directors.
- Organize
regional MI meetings, workshops, conferences, seminars in Kenya and
support same as appropriate in other countries in the region, including
making initial contact with participants, preparing agendas and other
documentation, organizing logistics and marketing, and dealing with
participants as required.
- Acts as
secretary to monthly Regional Meetings; preparing and circulating agendas,
taking and circulating minutes, and keep records
- General
administrative tasks: filing, scanning, photocopying and binding
- Coordinate
travel itinerary of EMC’s visits to the country and region
- Ensure the
office is properly cleaned and maintained, and is adequately stocked with
office supplies as well as ensuring fittings and equipment are maintained
and functioning through inspection and liaising with administration
Any other duties as requested
4. Supervisory
Responsibilities:
No supervisory
responsibilities
5. Education / Professional
Designations / Experience:
- College degree
from a recognized university in Administration / Office management /
Secretarial services or related field with at least 5 years’ experience in
a similar position
or
- College diploma
or certificate in Administration/Office management/Secretarial services
plus 8 years’ experience in a similar position.
- Experience
working for an international organization, an asset
6. Language Skills
- Fluent in
English
7. Travel Requirements
- Based in
Nairobi, there is no travel required from this position.
8. Other Specific Skill
Requirements:
- Proficient in
MS Office (Outlook, PowerPoint, Word, Excel)
- Good
interpersonal skills
- Good
communication skills
- Good
organizational skills (planning and organizing work)
- Ability to work
with sensitive information in a professional and confidential manner
- Integrity
- Ability to work
independently
- Attention to
detail oriented
- Good skills in
taking minutes and notes
Note: This Job description
can and will be amended as required from time to time
MI is a non-smoking work
environment
How to Apply
Please forward your resume
and cover letter to kenyahr@micronutrient.org quoting Job# KENRO-14 in the
subject line. Competition closes November 11, 2016.
Please note that this
position is located in Nairobi, Kenya.
No telephone calls please.