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Senior Secretary Job: European Union Delegation to the Republic of Kenya

The European Union Delegation to the Republic of Kenya is looking to appoint a Senior Secretary to the Head of Operations.

This is a Local Agent position in Grade III.

Overall Purpose
• To assist the Head of Operations with performing his/her functions.
• To work closely with the Policy, Monitoring and Evaluation Assistant.
Main responsibilities
• Co-ordinate at Delegation level and/or respond to consultations;
• Analyse and sort letters/notes/messages for their urgency and consider and/or propose and/or plan action where required; manage out-going correspondence from Head of Operations’ Office
• Filing and archiving of documents; keep files/notes/messages for both incoming and outgoing correspondences;
• Keep track of pending Head of Operations’ Office and Operations group internal issues, co-ordinate and induce follow-up;
• Logistic arrangement and Administrative issues for Head of Operations as required;
• Arrange logistics for visitors and meetings, including the agenda;
• Compile and interpret answers received by Operations into a coherent and well structured document/table/database;
• Assist in project/programming monitoring, management and administration where relevant;
• Convert speeches into fluent speaking language;
• Organise meetings/seminars and prepare concise minutes
• Follow-up on action points and ensure coherence in their implementation;
• Provide backstopping for the Policy, Monitoring and Evaluation Assistant;
• Back up for section’s secretaries.
Required Qualifications
• Degree in Business Administration or Diploma in Secretarial Studies;
• At least 8 years post graduate working experience as a Senior Secretary or Administrative Assistant; of which 2 years in an International Office Environment. Knowledge of development assistance agencies advantageous.
• Personal effectiveness in working in a team, performing in meetings, and human relations in a multicultural environment;
• Excellent knowledge of written English (working language). French an added advantage;
• Excellent IT skills (Excel, Word, PowerPoint….)
• Excellent oral and written communication and good presentation skills and ability to develop and maintain networks of contacts;
• Proven ability to build and maintain positive working relationships with colleagues, national counterparts, donor agencies, other stakeholders and ability to adapt well in a multi-cultural environment;
• Proven analytical capacity, ability to identify needs and constraints, to set priorities and translate them into action; capacity to pursue solution oriented approach;
• Personal initiative and ability to work independently, to focus on priorities, to monitor and evaluate progress and to meet deadlines;
• Open, flexible personality; able to motivate and be a team player;
• A high degree of integrity and the ability to deal with confidential information is required.
The position is open to nationals and other residents of Kenya with a valid working permit.

The contract is for an unlimited duration with provident and medical cover, subject to a six month probationary period.

Applications and detailed CV’s of interested candidates should reach the Delegation latest by 17 February 2010, 16hrs00 and should be addressed as follows:

The Head of Administration,
European Union Delegation to the Republic of Kenya,
Union Insurance House,
Ragati Road,
P.O. Box 45119, 00100
Nairobi, Kenya

Only Short-listed Candidates will be contacted

Any questions on this opportunity please email: or get us on facebook

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