Executive Assistant Job in Nairobi, Kenya

Marie

Stopes Kenya is an NGO registered in Kenya. We are affiliated to Marie Stopes

International. 

Together

we deliver safe abortion, quality sexual and reproductive health care and

family planning to millions of the world’s poorest and most vulnerable women.

We want to make sure that women have a choice when it comes to having children

and that death by unsafe abortion is reduced.

Job Title: Executive

Assistant to CD

Location: Nairobi   

Reporting

to: Country

Director

Probationary

Period: 3

months

The

Executive Assistant plays a pivotal role in the Country Director’s Office. The

job holder provides comprehensive administrative, logistical, communication and

technical support to the Country Director and Country Management Team (CMT)

The strategic purpose of the Country Director’s office is to provide leadership

and direction to ensure MSK’s vision and mission is being achieved through the

implementation of the organization’s strategy.

The primary responsibility of this role is to further our Goal: THE PREVENTION

OF UNWANTED BIRTHS and its mission of ensuring the individuals right to:

CHILDREN BY CHOICE NOT CHANCE

The post holder commits to and is held accountable to Marie Stopes

International global core values: mission driven, customer focused, results

orientated, Pioneering, Sustainable, people centered

Key Responsibilities

1.   
Provide efficient Administration and Communication support to

the office

2.   
Provide Logistical and Technical support to the Country Director

3.   
Maintain interactions with internal and external stakeholders

• Admin
  
  support to CD and CMT effectively maintained


• Effective
  
  communication between management and team


• Effective
  
  communication with stake holders maintained

Provide efficient Administration and Communication support to

the office

• Maintain
  
  and efficient work diary for the CD and ensure appointments and meetings
  
  are well organized and coordinated and timed


• Manage
  
  and organize meetings for CD and CMT , coordinate availability dates


• Facilitate
  
  and take minutes for CMT and other  meetings as instructed and
  
  distribute any follow up actions


• Ensure
  
  relevant reports, agenda and other information is provided and
  
  communicated to various levels of management


• Track
  
  and monitor the CD’s department budget.


• Facilitate
  
  any external events or conferences as requested by the CD


• Coordinating
  
  documentation to CD’s office requiring signature.


• Maintain
  
  files related to the Board and all governance issues in conjunction with
  
  Director Corporate Services


• Support
  
  responses in writing to any correspondences relating to policy and
  
  sensitive matters    

• Coordinated,
  
  timed meetings


• Minutes
  
  of meeting recorded and filed


• Information
  
  available


• Clear
  
  records of expenditures


• Files
  
  available

Provide Logistical and Technical support to the Country Director

Activities Include:

• Manage
  
  all travel arrangements (visa, hotel, flights etc) and ensure CD is fully
  
  informed of those plans


• Provide
  
  logistics for seminars and conferences are instructed by CD


• Conduct
  
  research for reports, briefings and correspondence for presentation as
  
  instructed by CD


• Reconciliation
  
  of CD’s monthly credit card statement and travel requisitions for
  
  submission to finance department.    

• Coordinated
  
  travel



• Report
  
  findings and presentations available


• Filed
  
  records

Maintain interactions with internal and external stakeholders

Activities include:

• First
  
  point of contact of CD in her absence, assessing priorities and
  
  redirecting mail as necessary


• Managing
  
  correspondence between donors, partners, other stakeholders and CD. Ensure
  
  that good public relations is maintained


• Promote
  
  cooperate image by professionally representing CD internally and
  
  externally and consistently exhibiting the attributes of MSK as an
  
  organization


• Representing  
  
  in fora and meetings with affiliates for which the CD is a member 
  
  e.g  ANMA ( Africa network for medical abortion etc.)


• Develop
  
  a data base of key contacts   

• Accurate
  
  communication


• MSK
  
  brand understood internally and externally


• Contacts
  
  available

Skills and Experience

Qualifications:

• Degree
  
  in Business Administration, Social Sciences, Human Resource or any related
  
  field


• Master’s
  
  degree will be an added advantage

Experience:

Qualifications

• At
  
  least 3 years’ experience of program support in busy INGO


• Knowledge
  
  of donor funded programmes management.

• Excellent
  
  interpersonal/communication skills – both oral and written


• Excellent
  
  Analytical and organizational skills


• Proven
  
  ability to interpret verbal, written and numerical data


• Proven
  
  ability to ‘sell’ ideas, concepts


• Negotiation
  
  skills


• Content
  
  design skills

Attitude / Motivation:

Successful performance at MSI is not simply defined in terms of ‘what’ people

achieve, but equally is about ‘how’ people go about their jobs and the impact

that they have on others. 

There

are 13 key behaviours that MSI encourages in all employees and they are defined

below:

• Thinking
  
  ahead and taking action to make the most of opportunities by finding the
  
  optimum solution

• Thinking
  
  creatively and outside of the box so that ideas generated create a
  
  positive outcome

• Communicating
  
  through active listening and good questioning techniques, using appropriate
  
  body language, ensuring information is clear and concise.

• Being
  
  responsive to changing priorities and demands

• Planning,
  
  prioritising and organising work to ensure work is accurate and deadlines
  
  are met

• Sharing
  
  information and knowledge whilst maintaining confidentiality

• Taking
  
  responsibility for keeping knowledge and skills updated and for seeking
  
  opportunities to develop further

• Awareness
  
  and understanding of goals, vision and values and how your role impacts on
  
  this and going the extra mile to meet role requirements

• Drive
  
  and determination to deliver results

• Taking
  
  responsibility for appropriate decisions that you make, and the actions
  
  and behaviour you demonstrate

• Openness
  
  to embracing change within the organisation and being able to adjust
  
  plans/activities accordingly

• Motivation
  
  towards achieving quality results to maximise potential

• Working
  
  as part of a team by being supportive, flexible and showing respect for
  
  each other

How to Apply 

Applications quoting the position title with detailed CV, with contact details

of 3 referees including their email addresses (1 of which should be your

immediate supervisor, 1 former supervisor and 1 any other not relatives) should

be submitted to recruitment@sheerlogic.co.ke  on or before 10th May

2016. 

Only shortlisted candidates will be contacted

NB: Please clearly indicate in the subject line as “Executive Assistant to CD”