EXECUTIVE ASSISTANT JOBS IN KENYA

Executive Assistant Job in Kenya –
International Federation of Red Cross
and Red Crescent Societies
Job title: Executive Assistant
Unit/dept/delegation: Regional
Representative`s Office
Reports to: Regional Representative
Grade: 6

Purpose
The Assistant is responsible for
providing secretarial support and
office co-ordination for the Regional
Representative as required, including
handling of confidential or sensitive
information. Works closely with all staff
and co-ordinates activities to ensure
proper office
coverage

KEY RESPONSIBILITIES

External Relations
Assist in the management of external
relations and organize accreditation of
International SoL and delegates with
the Ministry of Foreign Affairs in close
cooperation with the Administration
Manager.
Support the management of relations
with diplomatic corps, UN agencies
and other Non Government
Organizations.
Develop and maintain databases for
all external relations in Nairobi.
Arrange and participate upon request
in representative duties.
Develop presentations in PowerPoint
and other softwares for external
relations in cooperation with the
External Relation Unit.
Secretarial Assistance
Assist the RR in the daily tasks such as:
Provide various duties including
management lf the RRs diary; receive
and screen requests for meetings,
drafting letters/faxes and other
correspondence, drawing up
programmes for selected visitors to
the
Regional Delegation.
Receives and screens communications
to the RR including telephone calls
and e-mail messages and provide
assistance using independent
judgement to determine those that
require priority attention;
prioritise, channel and facilitate
communication between department
heads.
Ensure presentation of daily mails and
documents for signing before midday
for distribution on the same day.
Maintain chronological files for all
outgoing/incoming mail/faxes/
documents from the RRs office.
Follow up on administrative tasks and
organize meetings for the RR.Oversee
travel and accommodation
arrangements for the RR, in liaison
with the Travel Officer.
Manage RRs mail in his/her absence
and as per instruction-ensuring
messages are referred or acted upon.
Build and maintain a standard filing
system.
Prepare and maintain selected
budgets under the office of the RR.
Meetings and Workshops
Take minutes of meetings as agreed.
Act as logistic and administration
support for Management Meetings,
Movement meetings, RC-NET meetings
and other senior management
meetings.
Assist in cooperation with the PACT.
Facilitate RRs meetings, assist in daily
routines, and ensure well organized
RR office facilities.
Undertake special projects as assigned
by the RR.
Duties applicable to all staff
Actively work towards the
achievement of the Federation’s goals.
Abide by and work in accordance with
the Red Cross/Red Crescent
principles.
Perform any other work related duties
and responsibilities that may be
assigned by the line manager.
Target Profile
Education and Experience
University degree or diploma in
Business Administration
5-10 years secretarial experience,
atleast 3years in an Executive
Secretarial role.
Certificate in Secretarial/Management.
Skills and Knowledge
Practical knowledge of computers
(Word processing, spread sheets,
word processing-mail)
Experience in supporting staff.
Experience in office management
principles and procedures.
Experience in filing and archiving in
large organizations.
Experience in problem identification
and solution.
Experience in Customer Service
Operation.
Experience in Managing small budgets
and petty cash.
Discrete and diplomatic behaviour.
Languages
Fluency in English. Knowledge of
French is a plus.
CHARACTER QUALITIES
Able to work in a team under pressure
High degree of integrity, discretion,
and personal conduct
Flexible and adaptable to changing
working conditions
Self-motivated with good judgement
and initiative
Advanced verbal and written
communication skills
Excellent interpersonal skills
High level of attention to detail
Able to prioritise and meet deadlines
sensitive to cultural diversity
Ability to work extra hours
Submission of applications:
Applications in sealed envelops clearly
marked ‘Executive Secretary’ should be
submitted to the
Human Resource
Office, East Africa Office, International
Federation of Red Cross and Red
Crescent Societies,
P.O. Box 41275–00100,
Nairobi
or email address
zonehr.easternafrica@ifrc.org to be
received not later than 13th April
2011.
Only short listed candidates will be
contacted.

Adapted from graduatecareers.blogspot.com/2011/04/executive-assistant-job-in-kenya.html#more