Secretary & Personal Assistant to the Executive Director – National position

  • Contract
  • Nairobi


Main Duties and Responsibilities:
a) Secretary & PA to the ED:

  • Arrange and manage appointments for the Executive Director (ED), including his/her travels, visas, meetings and other engagements;
  • Manage all incoming and outgoing communications and correspondences, in all cases ensuring security from loss or damage and, where required, maintaining confidentiality for the ED’s engagements;
  • Type, or otherwise prepare, documents generated by the ED and distribute or dispatch them accordingly. File all records to and from the ED;
  • Monitor the supply of materials in the office of the ED, including stationeries, and replenish them as required;
  • Prepare trip reports and records on behalf of the ED for use in developing annual technical reports;
  • Regularly maintain and keep the office of the ED in order in liaison with the ED; and
  • Call the ED’s attention to deadlines, ahead of time to ensure they are met;

b) Administrative roles:

  • Screen all official correspondence addressed to the ED, where appropriate redirect it to the relevant ATPS officers;

  • Ensure all documents brought to the ED for his/her approval have passed through all the stages required by the established procedure, and explain to ATPS staff this procedure;

  • Arrange necessary supplies and/or services for meetings called by the ED;

  • Give administrative and secretarial support to the Finance and Administration office and carry out specialized activities;

  • Jointly with Finance and Administration Manager, be responsible for all immigration matters for international staff, SROs, ED i.e. work permits, re-entry passes, dependant passes, IDs, etc.;

  • Jointly with the Finance and Administration Manager, responsible for obtaining project equipment quotations as well as following up on receipt of shipment by the recipients; and

  • Effectively manage ATPS’s calendar of events and the Executive Director’s daily schedule.

c) Programme Administration:

  • Keep track of the status of Research grants and donor programmes and assist with maintenance of all correspondence and files on programs, research projects and researchers;
  • Assist in drafting and consolidating donor reports for submission to donors on a timely basis;
  • Assist with monitoring and implementation of programme/project activities involving extensive liaison with the field projects;
  • Maintain time sheets from research staff and external researchers;
  • Assist with the compilation of material/documents for meetings and package these;
  • Assist with preparation of grant and consultancy contracts and the contract circulation forms;
  • Coordinating the receipt and review of conference submissions and ensuring reviews are sent to the research and communications department on a timely basis;
  • Assist with the management of conference activities including ensuring timelines are met and the necessary reports submitted; and
  • Other duties as assigned by your Supervisor or the Executive Director.

Required qualifications

  • A Bachelor’s Degree in Secretarial Administration, Public/International Relations, Diplomacy, Business Administration or any other relevant qualification
  • Minimum of 3 years professional experience in similar international organizations
  • Professional course in public relations /secretarial course will be an added advantage

Required skills and competencies:

  • Proficiency in the use of computers
  • Excellent analytical, communication, organizational, and interpersonal skills
  • Should demonstrate excellent spoken and written English language skills with good telephone etiquette
  • Must be highly organized, dependable, result oriented and good time manager
  • Experience in working in an international organization
  • Proficiency in French language will be an added advantage

Personal Attributes:

  • Good character
  • A Self-starter with a strong desire to learn
  • Strong interpersonal skills and a good team player
  • Ability to work under pressure and meet deadlines
  • Strong communications skills

How to apply

Interested and qualified candidates should send an application letter stating their motivation for the job and a detailed curriculum vitae with at least three (3) referees to [email protected] with a copy to [email protected]

The deadline for the submission of application is on Thursday, 30 September 2021. Use the job title “Secretary & Personal Assistant to the Executive Director” as the subject of your email when submitting your applications.

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