Closing date; September 28, 2020
About ICS SP
We work towards a better future for children. Together with families, communities and other stakeholders we initiate programmes that create safe and nurturing environments for them. We are looking for individuals with a passion to make a positive difference in the lives of children and young people to join us in our journey of building stronger, capable and connected families where children are well nurtured and enabled to realize their hopes and aspirations. Visit www.icsafrica-sp.org to know more about us.
Job Function: Executive
Assistant intern **
Location: Nairobi**
Reports to: Director
Duration: 6
months**
Purpose of function
Under
the direct supervision of the Director, the Executive Assistant intern, will be
responsible for supporting the Director with various administrative and
programmatic processes essential to day-to-day operations.
Roles and responsibilities
•
Manage the Director’s electronic diary. Organize the daily schedule of the
Director, ensuring that she knows her schedule in advance and keeping
appointments and meetings on time or changing schedules when necessary.
•
Prepare & manage correspondence on behalf of the Director.
•
Manage external contacts for the Director, proactively understanding who they
are, which are priority contacts and keeping track of periodic communication
needed for priority contacts.
•
Planning and organizing meetings, workshops and events.
•
Planning and organizing travel plans and itineraries.
•
Make submissions of the Director’s expenses reimbursement and other financial
requests.
•
Act as a liaison between the Director’s office & members of staff.
•
Coordinate with other staff to follow-up on deadlines required by the Director.
•
Answering calls and responding to queries.
•
Maintain the Director’s inbox and take the appropriate follow-up actions as
required.
•
Ensure the Director has adequate information and is prepared for all
engagements.
•
Meet and greet clients on behalf of the Director.
•
Assist with and provide research and creation of presentations.
•
Ensuring timely and organized filing of documentation for easy access and
retrieval. Maintain both hardcopies and electronic copies of the office records.
•
Ensure all relevant data and materials are provided for reporting, by
continuous review of project data and consulting staff.
•
Support projects team as requested.
•
Assist in developing funding requests and reports that accurately represent the
organization’s work as provided in the current strategic plan.
•
Assist the Director in general correspondence and liaison with donors,
Government officials, other relevant partners.
•
Prepare materials for presentations.
•
Provide administrative assistance as requested.
•
Any other duties as advised by the supervisor.
Minimum requirements
•
Bachelor degree in a relevant field.
•
At least three (3) months relevant experience.
•
Proficient knowledge of Microsoft applications.
•
Good problem solving & time management skills.
•
Excellent written and verbal English.
•
Excellent organizational and coordination skills.
•
Highly confidential.
•
Strong sense of initiative.
•
Passionate about children and ICS vision
•
Ability to work in a fast-paced environment
If you have a passion to
make a difference in children and young people’s lives, send your application
letter and resume to icsro@icsafrica.org. Deadline for
submitting applications is 28th September
2020. Only shortlisted candidates will be contacted. This
position is contingent upon award and funding.
ICS SP is an equal
opportunity employer and we are committed to protecting the rights and welfare
of children and young people.
