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Executive Assistant and General Administrator Job in Kenya

Position: Bilingual Executive Assistant and General Administrator (French speaking)
Company profile: Our clients been the continental voice of filmmakers from various regions of Africa and the Diaspora, working with its affiliate national bodies and membership to leverage policies and actions, programmes and projects for the development and enhancement of an enabling environment and infrastructure for all dimensions of filmmaking and the audiovisual media in Africa by Africans
Main purpose: The Executive Assistant reports to the Executive Director and works closely with the Membership Director, Finance Manager as well as the Projects and Communication Manager. 

Job Description: Under the guidance and direct supervision of the Executive Director, the Executive Assistant provides effective and efficient support to the Executive Director and the Secretariat staff through management of information and documentation flow, organization of/preparation for meetings and follow-up on actions required and deadlines/commitments made, supporting communications between the Secretariats on relevant issues, among others. 

The Executive Assistant ensures full confidentiality in all aspects of assignment. 
Duties include screening calls, making travel and meeting arrangements, preparing reports, training and supervising support staff and customer relations. 

The role requires strong computer and internet research skills. It also calls for flexibility, excellent interpersonal skills, project coordination experience and the ability to work well with all levels of internal management and staff as well as outside clients and vendors. 

Specific Responsibilities:
Ensure effective and efficient support to the Executive Director:
  • Efficient and discreet management of the Executive Director’s schedule, administration of meetings, appointments and briefings.
  • Organization of regular and ad-hoc meetings; preparation of meeting minutes/summaries of actions to be taken;
  • Coordination of/preparation of relevant documentation/background notes for meetings organized
  • Tracking of progress on agreed issues; follow-up with focal points on deadlines, commitments made, actions taken and coordination of submission of Regional Secretaries’ reports to the Secretariat
  • Screening of incoming communications, filter outgoing correspondence for the Executive Director’s signature, clearance and further action by other staff; wherever needed. Adherence to appropriate protocol and correspondence guidelines when communicating with partners.
  • Administration of travel for Secretary General, ED, MD and other staff in the Secretariat, as required, including itinerary, hotel reservations, preparation of travel authorizations, processing requests for visas, and other documents, etc.
Ensure provision of effective communications and administrative support to the Secretariat, focusing on achievement of the following results:
  • Maintenance of the filing/archiving system ensuring safekeeping of confidential materials. 
  • Contribution to development and use of automated filing system.
  • Coordination of the information flow and dissemination of interoffice communication to staff as required.
  • Maintenance of the ED’s  Calendar with major events, deadlines, etc, in cooperation with other members of the Secretariat team.
  • Facilitation of information sharing with the Secretary General, Regional Secretariats and other relevant offices outside the Secretariat.
  • Draft routine correspondence and interoffice memos, general briefing notes, documents, reports, translations when required.
  • Causing publication of relevant documents on the website.
  • Administrative support to conferences, workshops, retreats organized by the Secretariat.
  • Support to organization of procurement processes in the Secretariat, as required.
  • Support to Finance Manager in the Human Resource function in the Secretariat as required.
Administrative roles
  • Coordinate the administrative functions of the organization including reception
  • Handling enquires and answering phone calls
  • Checking, responding and maintaining info inbox emails
  • To attend any internal meetings as requested
  • Ensure that minutes for all meetings are prepared and distributed
  • Maintaining files and e-files on the system
  • To be responsible for welcoming all visitors, informing them of the work of the organisation and its procedures while being helpful at all times
  • Joint responsibility with other staff members to ensure that the telephones are answered promptly and politely, taking details and messages from incoming calls and processing through email and telephone messages to the appropriate person(s) in the organization
  • To ensure that all follow-on phone calls, correspondence and paperwork, is completed in a correct, organized and thorough manner
  • Joint responsibility with other staff members to be responsible for ensuring that information given to callers and visitors is accurate and timely
  • Procurement
Corporate Competencies:
  • Demonstrates commitment to the organisation’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
  • Ability to perform a broad range of activities pertaining to the job, including data/ schedule management, maintenance of protocol, information flow.
  • Ability to handle information and documents with confidentiality
  • Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems
Leadership and Self-Management
  • Shows initiative
  • Focuses on results and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humoured even under pressure
  • Demonstrates openness to change and ability to manage complexities
Knowledge Management and Learning
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
  • Shares knowledge and experience
Required Qualifications, Skills and Experience
  • A university degree in Business Administration, International Management or a related field with specialized administrative support training
  • At least six (6) years of progressively responsible secretarial, administrative or operational professional experience preferably at the national or international level
  • Fluency in both oral and written English and French is required
  • Proficient in the use of office equipment and Microsoft Office applications as well as web based management systems
  • Strong ability to establish priorities, work within tight timelines and multi-task
  • Able to work under minimal supervision with high level of resilience
  • Individual with integrity, good team player with strong interpersonal skills demonstrated by the ability to work in a multicultural, multiethnic environment with sensitivity and respect for diversity
How to apply
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