PROFILE INTRODUCTION
This role is responsible for providing team support to the assigned department along with their teams, and any other assigned team in Pan African Programs.
The role partners with co-located teams across functions to provide administrative support.
KEY RESPONSIBILITIES/DUTIES/TASKS
Manage scheduling for the Senior Advisor, Directors and Heads, including calendar meeting requests.
Lead scheduling for all team activities in line with work plans. Plan, coordinate and ensure schedules are followed and respected.
Schedule meetings and coordinate related logistics, such as calendar invite, zoom/team links, room bookings, refreshments, and document preparation for all attendees.
Manage agenda, take minutes at meetings, and distribute as appropriate.
Lead follow-up of key action items for the function, ensuring that the Directors are prepared for meetings and correspondence and work runs smoothly.
Manage travel in coordination with the travel team and other office coordinator and team assistants, including extensive global travel, accommodation reservations, ground transport, travel visas and immunizations.
Prepare and submit expense reports accurately and efficiently in line with organizational policies.
Compose routine correspondence with the ability to be proactive in identifying the need for writing.
Liaise with Public Affairs & communications and colleagues regarding functional communications.
Handle the distribution of correspondence. Monitor email and act as appropriate. Ensure attention to accuracy and detail.
Plan, organize and maintain accurate documentation for the function including reports.
Maintain organization of the database, shared network drives and SharePoint sites
Provide support in budget preparation and forecasting. Supporting Financial management processes in line with policies and processes
Provide backup to other team coordinators and executive assistants as required.
Lead on organization of events with activities such as venue booking, participants tracking and travel arrangements, marketing and branding, etc…
Any other ad-hoc requests as needed.
ACADEMIC AND PROFESSIONAL QUALIFICATIONSRESPONSIBILITIES
A Relevant University degree is required
COMPETENCIES
Technical Competencies
Excellent prioritization and time management skills.
Excellent interpersonal skills, exhibiting grace under pressure.
Strong communication skills in English; written and spoken, and ability to communicate in Kiswahili.
Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
Other Competencies (leadership, Behavioral)
Detail-oriented with a demonstrated ability to produce high-quality work consistently and effectively.
Able to work independently with little direction or supervision and possess the ability to coordinate and manage multiple projects.
EXPERIENCE
Minimum 3 – 5 years of experience in a Team Coordinator or Administrative Assistant role in a fast-
paced environment. Local experience preferred.
Experience in an Administrative Assistant role in a fast-paced environment. Local experience
Preferred.
Project and event management experience is an added advantage.
Apply via :
stratostaff.co.ke
