POST:ADMINISTRATIVE ASSISTANT

Category: Office & Admin Location: NAIROBI, Kenya Employment Type: Full-Time
Summary:	A non-profit public international organization in the soil fertility and agricultural development sector is in the process of establishing, in Nairobi, a regional coordination office for its East & Southern Africa Division operations. The center wishes to recruit an Administrative Assistant expected to render direct support to the Secretary to the Division Director, and to provide administrative support to the other Programme leaders. This is a national position at the entry level for this cadre and would suit a newly qualified bilingual Secretary. There are good growth prospects for candidate of promise.
Description:	DUTIES Main duties are: · To provide direct back-up to the Division Director’s Secretary through provision of secretarial and administrative support service of confidential nature. · Support the Secretary in her daily schedule in: agenda management, correspondence, making appointments, preparation of documentation for meetings, liaison with head office and projects within the Division, and following-up on priority activities. · Manage all critical communication and documentation to and from the Director’s office. Process correspondence for proper distribution, filing and follow up. · Develop and maintain the Division’s contract register. · Support the Director’s Secretary in documenting all ongoing projects and projects being developed. · Collect and analyze information on various issues upon request · Make travel arrangements (flight reservations, hotel bookings, Visas, liaison etc) for the Director and other staff in the Nairobi office, and maintain up-to-date travel schedules and contact information for all travelling staff in the Division. · Assist in preparation for meetings and events like workshops and seminars, including the logistics during meetings and events. · Assist in the organization of meetings and taking minutes. · Take care of the daily management of office supplies. · Ensure that Division staff time sheets are prepared and submitted on schedule · Perform any other duties that may be assigned to guarantee optimal management of the Directors Office
Requirements:	QUALIFICATIONS · Bachelors Degree in Secretarial or Business Administration, or advanced diploma in secretarial studies from a reputable institution. · Excellent computer skills (MS-Office, internet, email), knowledge of desktop editing. · Fastidious attention to detail and quality · Good communication and interpersonal skills and ability to work in a multicultural environment · Excellent language skills, fluent in English and good working knowledge of French (both written and spoken) · Ability to work under pressure and to meet deadlines · Basic knowledge of accounting is considered an additional advantage · Previous work experience is not mandatory Screening of applications will begin immediately and will continue until 31 January, 2010.

Job ID:	31667
Date Posted:	20 January 2010
Closing Date:	20 February 2010
Contact Info:	IFDC Regional Admin & Finance Officer, IFDC, Nairobi