Executive Assistant and General Administrator Job in Kenya

Position: Bilingual Executive Assistant and General Administrator (French speaking)
 

Company profile: Our clients been the continental voice of

filmmakers from various regions of Africa and the Diaspora, working with its

affiliate national bodies and membership to leverage policies and actions,

programmes and projects for the development and enhancement of an enabling

environment and infrastructure for all dimensions of filmmaking and the

audiovisual media in Africa by Africans
 

Main purpose: The Executive Assistant reports to the Executive

Director and works closely with the Membership Director, Finance Manager as

well as the Projects and Communication Manager. 
 

Job Description: Under the guidance and direct supervision of the

Executive Director, the Executive Assistant provides effective and efficient

support to the Executive Director and the Secretariat staff through management

of information and documentation flow, organization of/preparation for meetings

and follow-up on actions required and deadlines/commitments made, supporting

communications between the Secretariats on relevant issues, among others. 

The Executive Assistant ensures full

confidentiality in all aspects of assignment. 
 

Duties include screening calls,

making travel and meeting arrangements, preparing reports, training and

supervising support staff and customer relations. 

The role requires strong computer and

internet research skills. It also calls for flexibility, excellent

interpersonal skills, project coordination experience and the ability to work

well with all levels of internal management and staff as well as outside

clients and vendors. 

Specific Responsibilities: 
 

Ensure effective and efficient

support to the Executive Director:

• Efficient and discreet management of the
  
  Executive Director’s schedule, administration of meetings, appointments
  
  and briefings.


• Organization of regular and ad-hoc meetings;
  
  preparation of meeting minutes/summaries of actions to be taken;


• Coordination of/preparation of relevant
  
  documentation/background notes for meetings organized


• Tracking of progress on agreed issues;
  
  follow-up with focal points on deadlines, commitments made, actions taken
  
  and coordination of submission of Regional Secretaries’ reports to the
  
  Secretariat


• Screening of incoming communications, filter
  
  outgoing correspondence for the Executive Director’s signature, clearance
  
  and further action by other staff; wherever needed. Adherence to
  
  appropriate protocol and correspondence guidelines when communicating with
  
  partners.


• Administration of travel for Secretary
  
  General, ED, MD and other staff in the Secretariat, as required, including
  
  itinerary, hotel reservations, preparation of travel authorizations,
  
  processing requests for visas, and other documents, etc.

Ensure provision of effective

communications and administrative support to the Secretariat, focusing on

achievement of the following results:

• Maintenance of the filing/archiving system
  
  ensuring safekeeping of confidential materials. 


• Contribution to development and use of
  
  automated filing system.


• Coordination of the information flow and
  
  dissemination of interoffice communication to staff as required.


• Maintenance of the ED’s  Calendar with
  
  major events, deadlines, etc, in cooperation with other members of the
  
  Secretariat team.


• Facilitation of information sharing with the
  
  Secretary General, Regional Secretariats and other relevant offices
  
  outside the Secretariat.


• Draft routine correspondence and interoffice
  
  memos, general briefing notes, documents, reports, translations when
  
  required.


• Causing publication of relevant documents on
  
  the website.


• Administrative support to conferences,
  
  workshops, retreats organized by the Secretariat.


• Support to organization of procurement processes
  
  in the Secretariat, as required.


• Support to Finance Manager in the Human
  
  Resource function in the Secretariat as required.

• Coordinate the administrative functions of the
  
  organization including reception



• Handling enquires and answering phone calls


• Checking, responding and maintaining info
  
  inbox emails


• To attend any internal meetings as requested


• Ensure that minutes for all meetings are
  
  prepared and distributed


• Maintaining files and e-files on the system


• To be responsible for welcoming all visitors,
  
  informing them of the work of the organisation and its procedures while
  
  being helpful at all times


• Joint responsibility with other staff members
  
  to ensure that the telephones are answered promptly and politely, taking
  
  details and messages from incoming calls and processing through email and
  
  telephone messages to the appropriate person(s) in the organization


• To ensure that all follow-on phone calls,
  
  correspondence and paperwork, is completed in a correct, organized and
  
  thorough manner


• Joint responsibility with other staff members
  
  to be responsible for ensuring that information given to callers and
  
  visitors is accurate and timely


• Procurement

• Demonstrates commitment to the organisation’s
  
  mission, vision and values.


• Displays cultural, gender, religion, race,
  
  nationality and age sensitivity and adaptability

• Ability to perform a broad range of activities
  
  pertaining to the job, including data/ schedule management, maintenance of
  
  protocol, information flow.


• Ability to handle information and documents
  
  with confidentiality


• Ability to provide input to business processes
  
  re-engineering, elaboration and implementation of new data management
  
  systems

Leadership and Self-Management

• Shows initiative


• Focuses on results and responds positively to
  
  feedback


• Consistently approaches work with energy and a
  
  positive, constructive attitude


• Remains calm, in control and good humoured
  
  even under pressure


• Demonstrates openness to change and ability to
  
  manage complexities

Knowledge Management and Learning

• Actively works towards continuing personal
  
  learning, acts on learning plan and applies newly acquired skills


• Shares knowledge and experience

Required Qualifications, Skills and

Experience

• A university degree in Business
  
  Administration, International Management or a related field with
  
  specialized administrative support training


• At least six (6) years of progressively
  
  responsible secretarial, administrative or operational professional
  
  experience preferably at the national or international level


• Fluency in both oral and written English and
  
  French is required


• Proficient in the use of office equipment and
  
  Microsoft Office applications as well as web based management systems


• Strong ability to establish priorities, work
  
  within tight timelines and multi-task


• Able to work under minimal supervision with
  
  high level of resilience


• Individual with integrity, good team player
  
  with strong interpersonal skills demonstrated by the ability to work in a
  
  multicultural, multiethnic environment with sensitivity and respect for
  
  diversity

To apply for this position send your

CV to milkah.mboche@amscobv.com 

or log on to

http://www.amsco.org/careers. 

Only shortlisted candidates will be

contacted