IUCN Executive Assistant Jobs in Kenya, Salary over Ksh 100,000
THIS IS A LOCAL POSITION OPEN TO KENYAN NATIONALS OR PERMANENT RESIDENCE OF KENYA ONLY.
DUE TO THE EXPECTED HIGH RESPONSE TO THIS VACANCY, SHORT LISTING WILL BE DONE ON A ROLLING BASIS AND IF THE IDEAL CANDIDATE IS IDENTIFIED BEFORE THE DEADLINE DATES, IUCN RESERVES THE RIGHT TO CLOSE THE RECRUITMENT.
The Executive Assistant (EA) position exists to support the Regional Director in all his/her work. This includes managing time and engagements and by tracking all pending work. The Executive Assistant works in close collaboration with other members of the management and leadership team to ensure efficient flow of information and actions on instructions. The Executive Assistant must be a confident, assertive and self-motivated with first-rate communication skills and experience working with senior stakeholders. The role also demands strong project coordination, problem-solving and organizational skills and would suit an individual who enjoys working in a varied and challenging environment.
- Provide support to the Regional Director in delivering the organisation’s overall strategic objectives;
• Provide administrative services including diary management, booking meetings, planning events, organising travel and preparing travel itineraries, correspondence and prioritising emails for the Regional Director;
• Serving as a primary point of direct administrative contact and liaison with other offices, individuals and external organizations and agencies on a range of specified issues; organizes and facilitating meetings and meeting preparation as required;
• Work with others to ensure the Regional Director has necessary preparatory documents in advance of meetings and appointments;
• Review and log all incoming correspondence and route for action/advice to the Secretariat staff, as necessary
• Design and manages an action tracking systems to ensure ad hoc actions are followed through to completion;
• Draft documents, letters and reports – edit and review documents drafted by others for dissemination by the Regional Director;
• Develop effective systems and procedures to ensure that the Office of the Regional Director runs efficiently.
• To work closely with the Senior Leadership and Management Team through regular correspondence, arrange meetings and prepare briefing materials for the Regional Director;
• Scheduling and coordination of Regional Management Team and Regional Leadership Team meetings. This includes creating agendas and drafting minutes of Senior Management and Leadership Team meetings and follow-up on actions required and deadlines/commitments made;
• Ensures the Regional Director receives regular and timely progress reports from unit heads reporting directly to him/her, including regular meetings with the heads of such units;
• Monitor Director’s expenses, submitting expense reports accurately and efficiently;
• Maintain an accurate paper and electronic filing system
• Any other duties as assigned by the Regional Director including special projects in the Office of the Regional Director ensuring the timely and effective delivery of work plans and objectives.
|• Bachelor Degree in Business Administration, Social Sciences or related field; Post graduate qualifications added advantage;
• A minimum of 5 years of work experience as an Executive/Personal Assistant ideally at Director’s level;
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint);
• Fluency in English, both written and verbal is a must;
• Maintains a high degree of discretion and confidentiality in work;
• Demonstrated ability to carry out basic research and searches (e.g. using online sources) and organize summaries
• Excellent written and verbal skills with an ability to adapt style of communication to suit the relevant audience;
• Ability to liaise with a wide range of people, often at a high level both internally and externally and with credibility, tact and diplomacy, and build strong working relationships;
• Excellent organizational and project management skills and demonstrated ability to manage multiple projects;
• Proven interpersonal skills and demonstrated ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
• Must be highly organized, detail-oriented, and self-motivated with the ability to multi-task and prioritize needs;
• Possess energy, drive, enthusiasm, commitment and passion for high quality work.
• Must be dependable, a good team player and able to work independently as well as have the ability to learn quickly and expand scope of functions;
• Capacity to work under pressure, meet tight deadlines and produce high quality documents at short notice.
• Responds positively to critical feedback and differing points of views
• Demonstrated ability to work with limited supervision and manage work in demanding environment;
• Committed to continuous learning and self-development.
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the “Apply” button.
Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/