Position: Team Assistant / Secretary
Industry: Banking
Report
to: Division Manager
Location: Nairobi,
Kenya
Our
client, a Multilateral Development Bank, is seeking to recruit a Team Assistant
/ Secretary.
The
successful candidate will be responsible for providing secretarial,
administrative and general office support to the AHHD Division.
Duties
and Responsibilities
Under
the overall administrative authority of the Division Manager, in RDGE the main
responsibilities of the Team Assistant/ Secretary will be to:
· Ensure
quality of documents (letters, and memos) requiring the Director General’s
approval and /or signature.
· Draft
letters and other correspondence for Division Manager’s approval and or
signature as and when required.
· Respond to routine requests for information and manage the Division Manager’s incoming calls and mails.
· Receive
and screen all correspondence, forward to respective staff for action and
follow up on action points and annotations from the Division Manager to the
Task Managers within the Department.
· Coordinate
and monitor multiple and diverse work processes and activities to ensure that
management decisions are properly carried out and products are delivered in a
timely manner.
· Be
accountable for the smooth operation of the office work, support work and
related systems within the office by organizing and coordinating workflow
within the Division.
· Filing
of letters and other correspondence, projects and documents in their respective
files at the Manager’s office.
· Coordinate
flight bookings for staff in the Division as per the travel policy. Create
missions for per diem processing and process claims in SAP.
· Organize
internal/Division meetings, by coordinating room allocation, ensure provision
of tea and refreshments as per need, welcome and register participants, seek
security clearance for visitors, taking note of high-level engagements that
require Protocol Assistance.
· Organize
external meetings, workshops, training, conferences and seminars, by soliciting
quotations from hotels and venues; Evaluating and recommending the best bidders
and, following up on necessary approvals; Follow up on signing of contracts by
both parties; prepare workshop materials, printing programme /agenda,
presentations; sending out invitations and making follow up on confirmations.
· Provide
logistical support during workshops and events by setting up of banners,
managing registration desks, signing and reconciling meal vouchers/bills,
making per diem payments and reconciling final bills and accounts for further
processing of payments by Finance.
· Make
accommodation arrangements for Division staff and other staff on mission to
Kenya.
· Process
recruitment of Consultants in DACON-SAP following through the whole recruitment
process in the system and ensuring availability of consultancy documents.
· Provide
back up for colleagues on leave as and when required. Assist in answering
telephone phone calls, receiving and dispatching mail both locally and
internationally.
· Perform
any other tasks as may be assigned.
Requirements
(including desirable skills, knowledge and experience)
· At
least a Bachelor’s degree or its equivalent in Business Administration,
Commerce, Management or any other relevant fields.
· At
least five (5) years of relevant experience.
· Confidential
and diplomatic.
· Excellent
written and verbal communication skills.
· Excellent
organizational and interpersonal relation skills.
· Ability
to prioritize tasks and manage time effectively.
· Good
knowledge of the standard software (MS Word, Excel, Access and Power Point)
· Knowledge
in the use of SAP software will be an added advantage.
· Proven
ability to work effectively in a team-oriented, multi-cultural environment and
to function effectively as a member of various groups;
Terms
of Employment
The
Team Assistant/Secretary will work on a full-time basis in the Bank’s premises
on a short-term contract for an initial period of 3 months.
The
contract may be renewed based on satisfactory performance, continued need for
the role and/or budget availability.
To
apply, submit your application on our ATS at ats.flexi-personnel.com by
20th February 2023 under the Team Assistant/Secretary job posting.
All
applicants are advised to adhere to application guidelines for consideration.
Only shortlisted candidates will be contacted.
NB:
Flexi Personnel does not charge candidates for job placement.
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