Hivos People Unlimited
Job Vacancy: Executive
Assistant
Reference #:KE0003
Location: Nairobi, Kenya
Introduction: Hivos is an international organisation that seeks new solutions
to persistent global issues. With smart projects in the right places, we oppose
discrimination, inequality, abuse of power and the unsustainable use of our
planet’s resources.
Hivos is looking for an Executive
Assistant to provide support to the Regional Director, senior management and
the organization by undertaking professional secretarial and administrative
duties.
Responsibilities
·
Providing quality secretarial and
support services to the Regional Director (RD).
·
Maintaining confidentiality and
integrity of correspondence in the Office by drafting letters and documents,
collecting and analyzing information and initiating communication.
·
Maintaining the RD appointment
schedules and diary by planning and scheduling meetings, conferences,
teleconferences, and making local and overseas travel arrangements
·
Prepare and modify documents
including correspondence, reports, drafts and emails
·
Maintain all calendars/diaries,
schedule appointments and take responsibility for meeting room management and
ensure that the senior management team members are well prepared
·
Handling all incoming and outgoing
correspondence including e-mails, general correspondence and other
communication on behalf of the RD
·
Drafting of letters, presentations,
minutes and reports as directed by the RD
·
Processing visa applications and
renewals for passports for the RD
·
Facilitating and coordinating Management
Team meetings including senior management team meetings with the RD
·
Co-ordinate all pertinent travel
arrangements for external partners including booking of hotels, flights and
other associated arrangements
·
Coordinate all Hivos EA Board &
AGM meetings including minutes and all Board correspondence as directed by the
RD
·
Provide support to program staff in
organizing workshops, trainings and conferences as directed by RD
·
Maintaining of an accurate filing and
record system including organization’s electronic inventory
·
Take minutes during and keep board
meeting records
·
Handle and distribute all incoming
and outgoing correspondences
·
Any other duties that the job holder
may be asked to do from time to time
Requirements
Knowledge, Skills and Abilities:
·
Good writing, analytical and problem‐solving skills.
·
Proficient in computers (MS Office)
& Internet use
·
Strong Organizational,
administration, and office management skills.
·
Ability to communicate effectively in
English.
·
Ability to follow oral and written
instructions.
·
Ability to work independently and as
part of a team.
·
Ability to learn and use information
management software
Minimum Qualifications:
·
Relevant Bachelor’s degree or
comparable work experience.
·
At least 3 years work experience
relevant for the function.
·
Proven proficiency in computer and
Internet use.
How to Apply
CLICK HERE to apply online