Job Summary
Reporting to the Country Director, this role provides vital support 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).
Minimum Qualification:Bachelor
Experience Level:Mid level
Experience Length:5 years
Job Description/Requirements
Job TitleExecutive Assistant to Country Director/Admin Officer
Probation Period3 Months
LocationNairobi
No. of Direct Reports0
Reporting toCountry Director Budget
Responsibilities (Y/N)N
Marie Stopes Kenya (MSK) has been operational in Kenya for 35 years. It is the largest provider of family planning services and offers life-saving and life-enhancing services to men and women of all ages through a range or sexual and reproductive health service through its own clinic outlets, a network of franchise outlets, and the marketing of RH commodities. In addition, MSK has an MCH 24 bed nursing home in Nairobi.
Marie Stopes has a vacancy of Executive Assistant to Country Director. Reporting to the Country Director, this role provides vital support 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 primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individual’s 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
Provide efficient administration and communication support to the office
• Maintain the Country Director’s diary and itinerary to facilitate his/her work plan and to avoid overlapping of tasks/events
• Coordinate meetings for the Country Director and meetings with CMT to avoid conflict of dates and events
• Take minutes for CMT and other meetings as instructed and track action points
• Ensure relevant reports, agenda and other information is provided and communicated to various levels of management
• Track and monitor the Country Director’s departmental budget
• Coordinate any external events or conferences as requested by the Country Director
• Coordinate documentation to the Country Director’s office requiring approval
• Maintain files related to the Board and all governance issues in conjunction with the Director People and Development
• Support responses in writing to any correspondences relating to policy and sensitive matters.
Provide logistical and technical support to the Country Director
• Manage the Country Director’s travel itinerary (visa, hotel, flights etc) and ensure that all expenses related to the travel are processed
• Account for and surrender imprest granted to the Country Director’s office
• Coordinate logistics for seminars and conferences as instructed by the Country Director
• Conduct research for reports, briefings and correspondence for presentation as instructed by the Country Director
• Reconciliation of the Country Director’s monthly credit card statement and travel requisitions for submission to finance department
Maintain interactions with internal and external stakeholders
• First point of contact of the Country Director in her absence, assessing priorities and redirecting mail as necessary
• Manage correspondence between donors, partners, other stakeholders and the Country Director ensuring that good public relations is maintained
• Promote cooperate image by professionally representing the Country Director internally and externally and consistently exhibiting the attributes of MSK as an organization
• Representing in fora and meetings with affiliates for which the Country Director is a member eg ANMA (Africa Network for Medical Abortion etc)
• Develop a database of key contacts
Provide administrative duties within the People and Development (P&D) Department
• Manage the recruitment calendar, planning for pre-screen questionnaires, interviews (both written and oral) and communicating with candidates and panellists as well as conducting reference checks.
• Manage staff contract expiry schedules.
• Take P&D minutes as and when instructed.
• Draft employee letters such as response to resignations, intercounty movement letters, warning letters, promotion letters, contract renewal and non-renewal letters, retirement letters among others.
• Set a tracker to monitor employee age and managing retirement exits.
• HR Files audit to ensure accuracy of contract durations.
• Set departmental, team and staff meetings and taking minutes where applicable.
• Manage staff exits by planning for gifts and arranging farewell meetings.
• Manage cash advances on behalf of the P&D team.
• Any other duties that may arise within the department.
Knowledge, skills and attitudes Qualifications:
• Bachelor’s Degree in Business Administration, Social Sciences, Human Resources or related field
• Masters Degree will be an added advantage
Behaviours and Values:
Successful performance at MSK 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.
Work as One MSI
You contribute, use, and share accurate data and evidence to improve understanding, insight and decision-making across MSI, enabling us to maximize our ability to influence others. You share relevant knowledge, expertise and resources to strengthen teamwork and prevent duplication of effort. You actively work as part of a team, providing support and flexibility to colleagues, demonstrating fairness, understanding and respect for all people and cultures.
Show courage, authenticity and integrity
You hold yourself accountable for the decisions you make and the behaviors you demonstrate. You are courageous in challenging others and taking appropriate managed risks.
Develop and grow
You seek feedback to enable greater self-awareness and provide the same to others in a way which inspires them to be even more effective. You manage your career development including keeping your knowledge and skills up to date.
Deliver excellence, always
You strive to consistently meet and exceed expectations, putting clients at the centre of everything, and implement smarter, more efficient ways of performing your role. You build and maintain effective long-term working relationships with all stakeholders, and are a true MSI ambassador.
Leadership
You inspire individuals and teams, through situational leadership, providing clear direction. You seek and provide opportunities which motivate team members, helping to develop skills and potential whilst strengthening our talent and succession pipeline. You are aware of emerging developments in our sector, demonstrating strategic
Skills and Experience:
• At least 5 years’ experience in a similar administrative role
• Knowledge of project work
• 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 and concepts
• Negotiation skills
• Content design skills
How To Apply
Suitable and qualified candidates should send one document combining an application letter and CV ********** or beforeJanuary 05, 2021. The subject of the email should readExecutive Assistant to Country Director. Do not attach certificates and testimonials.
Marie Stopes Kenya is an equal opportunity employer and does not ask for fees at any stage of the recruitment process. Successful candidates must abide by MSI’s Antifraud & Bribery Policy and Safeguarding Policy, including protection of children and vulnerable adults. Only shortlisted candidates will be contacted.
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