Personal Assistant Job in Kenya

Personal Assistant 

Minimum Qualifications:

Bachelors Degree

Job Term:

Contract

Position Level:

UF 3

Remuneration:

Min Ksh 174,680 – Max
Ksh. 210,050

Number of
positions: 1

Qualifications

• Bachelor’s Degree in social sciences or its
  equivalent from a recognized university


• Membership to a relevant professional body in good
  standing where applicable. 


• A supervisory course lasting not less than two (2)
  weeks from a recognized institution.


• Minimum of 4 years relevant work experience

Functional Skills

• IT proficiency 


• Managerial and Administrative 


• Customer Care 


• Report writing 


• Basic financial knowledge


• Communication

Behavioral Competencies/
Attributes:

•  Ability to work independently


• Flexible 


• Emotional Intelligence


• Effective Interpersonal  


• Team player 


• Personable


• Fulfil the requirements of Chapter 6 of the
  Constitution of Kenya, 2010

Responsibilities

The job holder is
responsible for planning, coordinating, and managing activities for the Chief
Executive Officer (CEO), and handling communication by linking the Chief
Executive Officer with stakeholders, as well as to the Board of Directors and
senior management team for a solid collaboration to enhance the Chief Executive
Officer’s effort in realization of the mandate of the institution.

• Key Responsibilities / Duties /
  Tasks


• Managerial / Supervisory
  Responsibilities


• Co-ordinating the preparation of reports, briefs
  and other documents required by the Chief Executive Officer to articulate
  higher education financing matters;


• Supporting the Chief Executive Officer as he leads
  and implements Government Directives, Compliance requirements and the
  institution’s Board resolutions, and as he spearheads implementation of
  the institution’s Strategic Plan;


• Planning, managing and coordinating Chief
  Executive Officer’s calendar while prioritizing engagements and with a
  deliberate intent for all activities to be executed
  with positive achievement


• Receiving board committees reports and compiling
  them for Chief Executive Officer’s review to allow for timely release of
  full board reports to Directors and ultimately efficient Board meetings;


• Coordinating Senior Management Meetings – taking
  minutes at the meetings, collating departmental reports and making
  follow-up on implementation of Senior Management resolutions;

Operational
Responsibilities / Tasks

• Ensuring sustained positive communication between
  the Chief Executive Officer and funders to support continued partnership
  and to assist to onboard new collaborations;


• Coordinating local and international travel for
  Board Members/Chief Executive Officer and delegates by securing travel
  clearances from relevant authorities, passports (in case of renewals),
  visas, air tickets, facilitation and confirmation of the appointments and
  meetings being attended;


• Planning and synchronizing itineraries to achieve
  best routing on travel, ensure value on tickets, punctuality for meetings
  and maximize on engagements to be undertaken during diaspora/field visits;


• Implementing and monitoring the budget for office
  of the Chief Executive Officer and Board to maintain prudent utilization
  and achievement of intended goals and hence serves as member of the
  institution’s Budget Implementation Committee;


• Approving of applications for expenditures from
  the office budget and overseeing surrenders to maintain accountability of
  resources received;


• Implementing Board Members annual activities that
  include board capacity building, (identifying and sourcing for training
  after board evaluations), benchmarking and resource mobilization
  engagements as well as Board and SMT workshops;


• Coordinating activities leading to successful
  Board Meetings, circulation of meeting materials, confirmation of
  attendance and overseeing the preparation of facilitation to ensure
  meetings happen as scheduled and efficiently;


• Providing requisite support to Corporate
  Communications department during the institution’s events by handling
  protocol for the success of the events; 


• Reviewing documents for Chief Executive Officer’s
  signature to ensure that they are error free and to free him from the
  burden of proof reading and correcting documents;


• Filtering and re-routing routine matters that can
  be handled at other levels to allow Chief Executive Officer sufficient
  concentration to strategic matters and avoid delay on actioning matters.

Financial Responsibility

• Responsible for development and utilization of the
  annual budget of office of the Chief Executive and Board of Directors’
  budget;


• Overseeing the implementation of the approved
  procurement plan for realization of utilization of finances at the
  appropriate period in line with procurement plan and for budget
  management;


• Overseeing requisitioning and approving the
  budgeted expenditures;


• Planning and accurately designing travel
  itineraries and seeking flight bookings early to benefit from cheap
  tickets before peak period and to avoid costs of change on tickets; 


• Facilitating diaspora and local appointments to
  support missions aimed at resource mobilization and loan recoveries.

Responsibility for
physical assets around the area of work:

Responsible for physical
assets assigned to the office of Chief Executive Officer, Chairman, front
office and Boardroom.

Problem Solving;

The job holder will be
required to solve the following type of problems:

• Administrative problems in the office of the CEO;

Communication

The job holder will need
to understand the following information to discharge his/her mandate:

• Detailed verbal and written instructions or
  requests from the CEO;


• Drafting of internal or external communication,
  for the Office of the CEO;

Decision Making/ Job
Influence:

• Making operational decisions using standard
  operational procedures;


• Making financial decisions on daily office matters
  that impact on the  budget of the office of the Chief Executive and
  Board.

Working Conditions:

Works in an office
environment with long hours of sitting;

• b)   Duties involve occasional travel;


• c)   Duties require working extra hours and
  sometimes during weekends;


• d)   As first contact the holder is at times
  exposed to dissatisfied clients and runs the risk of hostility by the
  later clients

How to Apply

Apply
now