Executive Administrative Assistant (5 Months Contract)
Reference Number: EAA180918
Employment Type: Full time
Category: Management and Administration
Job Grade: 5.01
Country: Kenya
Location: Kilifi
JOB PURPOSE:
Efficient and effective provision of administrative activities to facilitate smooth running in the DPHR and CLG departments’ operations and activities.
Description:
DIRECT REPORTS:
- Head Community Engagement
- HSRE Kilifi Management Group Chair
BUDGET AND RESOURCE RESPONSIBILITY:
- Maintaining overall record of status and allocation of common items of equipment used within cluster, including computers, cameras and digital voice recorders.
JOB DIMENSIONS: This post includes key administrative and secretarial responsibilities in two departments in the Programme, HSRE and CLG. This includes operational management responsibilities for routine running of these departments, with a particular focus on managing data and records directly and through supervising the activities of data entry clerks (two).
KEY RESPONSIBILITIES:
- Put in place and maintain effective administrative systems such as records and database management and filing systems and ensure that these are safe, accessible, and regularly maintained.
- Direct line management for Data Entry Clerks (two) to ensure accurate and efficient data entry, transcription and translation processes for quantitative and qualitative data and other records generated within the departments, including liaison with external agencies where these are used to support data transcription. Maintain a logical archive of data generated for each department.
- Provide secretarial support to the PIs, Head of Community Engagement and other senior staff in the office as required.
- Manage procurement and supplies and maintain an inventory of equipment: Ordering, procurement and documentation of equipment and supplies within HSRE & CLG Kilifi, and maintaining an overall record of status and allocation of common items of equipment used, including computers, cameras and digital voice recorders.
- Assist with organising inter and intra departmental meetings, take minutes, distribute and collate meeting agendas and follow up with relevant staff on agreed action points.
- Assist with organising seminars, workshops and training events including booking venues, sending our invites etc. and liaise with other relevant Programme staff and teams as necessary.
- Receive and attend to visitors, respond to general enquiries and guide visitors to the correct offices / staff as required.
- Receive and direct calls, take clear messages and handle telephone enquirie.
QUALIFICATIONS:
- A Bachelor’s degree in Secretarial Studies, Business Administration. Office Management or equivalent.
- At least 8 years’ experience in providing support to top executives and senior management teams
- Considerable knowledge of office procedures and secretarial practices including organization, planning, records management and general administrative skills
- Computer literacy with proficiency in Microsoft applications
COMPETENCIES:
- Excellent planning, co-ordinating and organisation skills
- Proactive with a well-developed capacity for follow through
- Attentive to detail with initiative and flexibility
- Problem solving and decision-making skills
- Excellent interpersonal and communication skills
- Team worker, able to work in a multi-cultural environment, punctual and high integrity
PHYSICAL ENVIRONMENT/CONDITIONS:
- Office based, regular office hours
