Personal Assistant
Minimum Qualifications:
Bachelors Degree
Job Term:
Contract
Position Level:
UF 3
Remuneration:
Min Ksh 174,680 – Max
Ksh. 210,050
Number of positions: 1
Qualifications
- Bachelor’s
Degree in social sciences or its equivalent from a recognized university
- Membership
to a relevant professional body in good standing where applicable.
- A
supervisory course lasting not less than two (2) weeks from a recognized
institution.
- Minimum
of 4 years relevant work experience
Functional Skills
- IT proficiency
- Managerial and Administrative
- Customer Care
- Report writing
- Basic financial knowledge
- Communication
Behavioral Competencies/ Attributes:
- Ability to work independently
- Flexible
- Emotional Intelligence
- Effective Interpersonal
- Team player
- Personable
- Fulfil the requirements of Chapter 6 of the
Constitution of Kenya, 2010
Responsibilities
The job holder is responsible for planning,
coordinating, and managing activities for the Chief Executive Officer (CEO),
and handling communication by linking the Chief Executive Officer with
stakeholders, as well as to the Board of Directors and senior management team
for a solid collaboration to enhance the Chief Executive Officer’s effort in realization
of the mandate of the institution.
- Key Responsibilities / Duties /
Tasks
- Managerial / Supervisory
Responsibilities
- Co-ordinating
the preparation of reports, briefs and other documents required by the
Chief Executive Officer to articulate higher education financing matters;
- Supporting
the Chief Executive Officer as he leads and implements Government
Directives, Compliance requirements and the institution’s Board
resolutions, and as he spearheads implementation of the institution’s
Strategic Plan;
- Planning, managing and
coordinating Chief Executive Officer’s calendar while prioritizing
engagements and with a deliberate intent for all activities to be executed
with positive achievement
- Receiving
board committees reports and compiling them for Chief Executive Officer’s
review to allow for timely release of full board reports to Directors and
ultimately efficient Board meetings;
- Coordinating
Senior Management Meetings – taking minutes at the meetings, collating
departmental reports and making follow-up on implementation of Senior
Management resolutions;
Operational Responsibilities / Tasks
- Ensuring
sustained positive communication between the Chief Executive Officer and
funders to support continued partnership and to assist to onboard new
collaborations;
- Coordinating
local and international travel for Board Members/Chief Executive Officer
and delegates by securing travel clearances from relevant authorities,
passports (in case of renewals), visas, air tickets, facilitation and
confirmation of the appointments and meetings being attended;
- Planning
and synchronizing itineraries to achieve best routing on travel, ensure
value on tickets, punctuality for meetings and maximize on engagements to
be undertaken during diaspora/field visits;
- Implementing
and monitoring the budget for office of the Chief Executive Officer and
Board to maintain prudent utilization and achievement of intended goals
and hence serves as member of the institution’s Budget Implementation
Committee;
- Approving
of applications for expenditures from the office budget and overseeing
surrenders to maintain accountability of resources received;
- Implementing
Board Members annual activities that include board capacity building,
(identifying and sourcing for training after board evaluations), benchmarking
and resource mobilization engagements as well as Board and SMT workshops;
- Coordinating
activities leading to successful Board Meetings, circulation of meeting
materials, confirmation of attendance and overseeing the preparation of
facilitation to ensure meetings happen as scheduled and efficiently;
- Providing
requisite support to Corporate Communications department during the
institution’s events by handling protocol for the success of the events;
- Reviewing
documents for Chief Executive Officer’s signature to ensure that they are
error free and to free him from the burden of proof reading and correcting
documents;
- Filtering
and re-routing routine matters that can be handled at other levels to
allow Chief Executive Officer sufficient concentration to strategic
matters and avoid delay on actioning matters.
Financial Responsibility
- Responsible for development and utilization of the
annual budget of office of the Chief Executive and Board of Directors’
budget;
- Overseeing the implementation of the approved procurement
plan for realization of utilization of finances at the appropriate period
in line with procurement plan and for budget management;
- Overseeing requisitioning and approving the
budgeted expenditures;
- Planning and accurately designing travel itineraries
and seeking flight bookings early to benefit from cheap tickets before
peak period and to avoid costs of change on tickets;
- Facilitating diaspora and local appointments to
support missions aimed at resource mobilization and loan recoveries.
Responsibility for physical assets around the area of work:
Responsible for physical assets assigned to the office of Chief
Executive Officer, Chairman, front office and Boardroom.
Problem Solving;
The job holder will be
required to solve the following type of problems:
- Administrative problems in the office of the CEO;
Communication
The job holder will need
to understand the following information to discharge his/her mandate:
- Detailed verbal and written instructions or
requests from the CEO;
- Drafting of internal or external communication,
for the Office of the CEO;
Decision Making/ Job Influence:
- Making operational decisions using standard
operational procedures;
- Making financial decisions on daily office matters
that impact on the budget of the office of the Chief Executive and
Board.
Working Conditions:
Works in an office
environment with long hours of sitting;
- b)
Duties involve occasional travel;
- c)
Duties require working extra hours and sometimes during weekends;
- d)
As first contact the holder is at times exposed to dissatisfied
clients and runs the risk of hostility by the later clients
How to Apply