Personal Assistant/ Office Manager Job in Kenya

Job Vacancy: Personal Assistant to the CEO / Office Manager

Kenya Women and Children’s Wellness Centre (KWCWC) is a multi-purpose campus offering diverse services ranging from prevention to response. KWCWC offers clinical and counseling services to Gender-Based Violence Survivors.

The Centre comprises the following: Gender-Based Violence Recovery Centre, Safe House (24-bed), Training Centre, Conference Auditorium (180-seater) and a Research & Data Centre.

Kenya Women and Children’s Wellness Centre is positioned to be the regional, tech-enabled, Healthcare Innovation Hub, delivering high quality clinical services, accelerating knowledge transfer and research, building strategic partnerships to promote gender equality and health equity.

Job Title: Personal Assistant to the CEO / Office Manager

Department: Administration

Educational Qualification: Master’s Degree

Reporting Manager: Chief Executive Officer

Job Mission: We are looking for a versatile and highly-organized assistant and office manager to work with senior management and provide strong office management support in a fast-growing work environment.

In this role, you will be responsible for day-to-day management of the office and provide support to the CEO (scheduling meetings, taking notes, and handling correspondence, making travel arrangements and assisting with other duties as required).

To ensure success as a personal assistant, you should exhibit excellent organizational skills and demonstrable diverse experience in multi-tasking. Accomplished personal assistants are intuitive to the needs of the managers and work autonomously to provide customized administrative support.

JOB DUTIES AND RESPONSIBILITIES:

Support to the CEO

·  Work directly with the CEO to support all aspects of her daily work routine.

·  Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
Exercise discretion in committing time and evaluating needs.

·  Ensure efficient communication between KWCWC and the Executive and Advisory Board

·  Serve as a liaison between the CEO, KWCWC staff and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

·  Serve as a primary point of contact between the Office of the CEO and governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.

·  Assist the CEO in the development of presentations for internal and external audiences.

Office Management Duties

·  Ensuring efficient utilization of office supplies

·  Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.

·  Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.

·  Routinely perform a wide variety of support duties.

·  Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

·  Sort and triage mail; maintain e-mail and other address directories.

·  Compose and prepare letters relating to routine correspondence for the CEO’s signature.

·  Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

Support to Other Offices

·  Coordinate work with other KWCWC staff as needed; play a key role in the coordination of staff efforts both within and outside the department.

·  Provide coordination, monitoring, and communication of projects and programs managed by the Programs Department and the KWCWC Program Management Office (PMO).

·  Assist in programs activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.

·  Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.

·  Prepare, reconcile, and submit expense reports.

·  Maintain paper and electronic filing systems.

·  Maintain confidential and sensitive information.

·  Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

·  Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

·  Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Education:

·  Master’s degree required

·  Seven to ten years’ prior experience in supporting a senior executive or team

·  Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)

·  Exceptional writing, editing, and proofreading skills

·  Excellent organization and time-management skills

Key Competencies:

·  Proven experience as a back-office assistant, office assistant, virtual assistant or in another relevant administrative role

·  Knowledge of “back-office” computer systems (ERP software)

·  Working knowledge of office equipment

·  Thorough understanding of office management procedures

·  Excellent organizational and time management skills

·  Analytical abilities and aptitude in problem-solving

·  Excellent written and verbal communication skills

·  Proficiency in MS Office

Application Guidelines

Kenya Women and Children Wellness Centre (KWCWC) is an equal opportunity employer committed to diversity, disability and gender equality: KWCWC does not charge any application processing, interviewing or any other fee in connection to our recruitment process

Kindly Send your application (Cover Letter and Resume) to recruitment@kwcwc.org

Deadline: 17th March 2023

NB: only shortlisted candidates will be contacted.