Front Office Jobs at NGO Kenya.Executive Assistant

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Executive Assistant to Head of Country Cluster Job at IFRC, Kenya

Background
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Job Purpose

  • To support the Head of Country cluster in the management of daily workflow within the cluster, provide administrative support, development and dissemination of key communication and information tools to internal and external stakeholders, as well as supporting communication, research and learning

Executive Assistant Job Duties and Responsibilities

Administrative Assistance

  • Provide various duties including management of the calendar; receive and screen requests for meetings, drafting letters/faxes and other correspondence, drawing up programmes for selected visitors to the cluster.
  • Receives and screens communications, prioritise, channel and facilitate communication between department heads.
  • Develop and maintain databases for all external relations in the cluster.
  • Follow up on administrative tasks and organize meetings for the Head of Country Cluster.
  • Oversee travel and accommodation arrangements for the Head of Country Cluster, in liaison with the Travel Officer.
  • Build and maintain a standard filing system.
  • Prepare relevant documents for signing and ensure these are channelled to the right offices.
  • Minute taking and dissemination of meeting reports.
  • Support organization of workshops, trainings and conferences including preparation of information materials
  • Schedule internal and external meetings with relevant support service functions
  • Update Programmes team leave and travel schedules on monthly basis.
  • Manage and facilitate the sharing of information in a timely manner in cooperation with other units, and to compile and file relevant information centrally.

Communication, learning and research

  • Support the programmes and operations team to prepare press releases, key messages (advocacy), facts and figures and reactive lines as necessary to promote emergency appeals and programmes
  • Support and respond to National Societies’ communication needs and requests
  • Organisation and delivery of HD training courses throughout the region, including developing training materials and resources
  • Support the organization of learnings events and learning documents
  • Research and write case studies and web stories, newsletters and regional updates
  • Carry out a context analysis focusing of the countries in the region on the political, economic, social and the humanitarian situation of each country when required
  • Assist in any research needed by the Head of cluster

Education for Executive Assistant Job

  • University degree or Higher Diploma in relevant field courses in Secretarial studies/ Office Management;

Experience

  • 3 years’ experience in secretarial/ office administration work
  • 3 years’ experience in secretarial/ office administration work
  • Experience in an administrative/coordination role.
  • Experience in managing workflow
  • Experience in office management principles and procedures
  • Experience in problem identification and solution.
    Knowledge, skills and languages
  • Excellent computer skills.
  • Excellent verbal and written communication skills
  • Good organizational and interpersonal skills
  • Strong client service/relations skills, good organizational and planning skills, ability to multi-task, attention to detail and ability to work with diverse backgrounds in a matrix environment
  • Knowledge and commitment to Red Cross Red Crescent Fundamental Principles, and ability to model those Principles in relationships with colleagues and partners and translate them to development practice

Competencies and values

National Society Relations

  • Diversity
  • Teamwork
  • Communication
  • Professional ism
  • Innovation
  • Accountability

 

   How to Apply

   Click here to apply

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