Executive Assistant Job in Kenya

Executive Assistant

Purpose of Position

To offer executive and administrative support to the National Director ensuring that the office of the National Director is supported administratively for efficiency and supporting the National Director the Senior Leadership Team, Senior Management Team; for efficient and effective delivery of quality leadership and achievement of strategic objectives. The incumbent also serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the ND.

Major Responsibilities

Executive support for the National Director (45%)

Coordinate administrative functions of ND’s group to ensure cohesion and efficiency in running the group business including:

Consolidating the NO monthly management report.
Preparation of the ND’s monthly corporate newsletter.
Coordinating administrative functions for the e.g. ND approvals, leave planning for ND’s team, m-drive and other online systems.
Scheduling performance review meetings with ND’s direct reports as well as collating supporting documentation for the review meetings.
Monitoring implementation of plans of action from taskforces and other stakeholders that report to ND’s.
Analyzing factors affecting the NO performance and follow up on the recommended actions with the relevant teams
Reviewing contracts and documents before ND’s signature and approval as delegated by supervisor
Follow up on implementation of past Audit Recommendations
Coordinate review meetings, group related workshops and events.
Managing callers and visitors to the ND’s Office; screen them to determine the responsible persons to handle them.
Managing ND’s calendar of appointments; completing expense reports; ensuring a win-win situation in access to the ND’s time
Managing the ND’s emails and correspondence, composing and preparing correspondence; and determining the required actions as appropriate
Compiling documents for meetings that the ND attends in consultation with the responsible technical person
Develop and update key national office calendars and necessary databases
Keep updated contacts for other agencies and share with SLT accordingly

Coordination of Senior Leadership Team and Senior Management Team meetings (30%)

Strengthen the link between SLT and SMT activities and decisions.

Analysing organizational information/reports, highlights key issues and make recommendations for ND’s/SLT’s consideration and action.
Liaise with the National Director and the SMT Chair in developing agendas for the SLT and SMT meetings respectively
Monitor the implementation of Leadership Strategic priorities and GNOD action plans and make recommendations appropriate action (Performance of the SLT & SMT)
Plan and coordinates monthly Senior Management Team meetings; and weekly Executive Team meetings and retreats.
Prepare an account of the meetings and designates and follows up on assigned action items.

Travel and Logistics (10%)

Coordinate Support Offices and other external stakeholder visits to WV Kenya, liaising with different departments in the development of itineraries and acquiring proper travel documentation
Organizing domestic and internal travel plans for the ND, itineraries and agendas
Preparing Itineraries for consultants and visitors
Schedule meetings with external stakeholders as requested
Prepare briefing packages to support external and internal engagement;

National Directors Office support (10%)

Ensure safety of Assets in the NDs office and maintenance of the assets registers
Ensure timely replenishment of Supplies for the NDs office.

Other (5%)

Perform any other duty as may be assigned by supervisor or designee from time to time
Participate and contribute in committees and task forces as may be signed from time to time

Knowledge, Skills And Abilities

University Degree in Business studies, social sciences or in any related or transferrable field of study. Ability and willingness to travel extensively in country, in the region and beyond
At least 3 years’ relevant experience with reasonable knowledge of key Humanitarian Strategic initiatives, best practices, State policies, and good understanding of development context issues e.g. religious, security etc.
Must have computer aptitude and experience in database management, spreadsheet software and Internet usage. Proficient using Word, Excel, Power Point, or similar programs; email systems; extensive website and on-line skills.
Strong organizational skills, independent judgment, and the ability to be flexible as the demands and priorities change.
Self-starter with ability to operate effectively under highly dynamic conditions
Ability to work with a broad range of people including major donors, Board members, foundation staff, colleagues of the ND and staff, and others.
Must be a committed Christian, able to stand above denominational diversities; and must attend and participate in daily devotions and weekly Chapel services.
Commitment to continuous learning and willingness to keep abreast of new developments in the field of development.
Strong interpersonal skills, as well as written and verbal communication skills.
Ability to make judgments and decisions that may impact the office, and provide administrative advice and support. This position also requires a high level of confidentiality in handling sensitive information