Executive Assistant – International Federation of Red Cross and Red Crescent Societies

Unit/dept/delegation: Regional Representative`s Office

Reports to: Regional Representative

Grade: 6

Purpose

The Assistant is responsible for providing secretarial support and office co-ordination for the Regional Representative as required, including handling of confidential or sensitive information. Works closely with all staff and co-ordinates activities to ensure proper office coverage.

Key responsibilities

External Relations

* Assist in the management of external relations and organize accreditation of International SoL and delegates with the Ministry of Foreign Affairs in close cooperation with the Administration Manager.
* Support the management of relations with diplomatic corps, UN agencies and other Non Government Organizations.
* Develop and maintain databases for all external relations in Nairobi.
* Arrange and participate upon request in representative duties.
* Develop presentations in PowerPoint and other softwares for external relations in cooperation with the External Relation Unit.

Secretarial Assistance

Assist the RR in the daily tasks such as:

* Provide various duties including management lf the RRs diary; receive and screen requests for meetings, drafting letters/faxes and other correspondence, drawing up programmes for selected visitors to the Regional Delegation.
* Receives and screens communications to the RR including telephone calls and e-mail messages and provide assistance using independent judgement to determine those that require priority attention; prioritise, channel and facilitate communication between department heads.
* Ensure presentation of daily mails and documents for signing before midday for distribution on the same day.
* Maintain chronological files for all outgoing/incoming mail/faxes/documents from the RRs office.
* Follow up on administrative tasks and organize meetings for the RR.Oversee travel and accommodation arrangements for the RR, in liaison with the Travel Officer.
* Manage RRs mail in his/her absence and as per instruction-ensuring messages are referred or acted upon.
* Build and maintain a standard filing system.
* Prepare and maintain selected budgets under the office of the RR.

Meetings and Workshops

* Take minutes of meetings as agreed.
* Act as logistic and administration support for Management Meetings, Movement meetings, RC-NET meetings and other senior management meetings.
* Assist in cooperation with the PACT.
* Facilitate RRs meetings, assist in daily routines, and ensure well organized RR office facilities.
* Undertake special projects as assigned by the RR.

Duties applicable to all staff

* Actively work towards the achievement of the Federation’s goals.
* Abide by and work in accordance with the Red Cross/Red Crescent principles.
* Perform any other work related duties and responsibilities that may be assigned by the line manager.

Target Profile

Education and Experience

* University degree or diploma in Business Administration
* 5-10 years secretarial experience, atleast 3years in an Executive Secretarial role.
* Certificate in Secretarial/Management.

Skills and Knowledge

* Practical knowledge of computers(Word processing, spread sheets, word processing-mail)
* Experience in supporting staff.
* Experience in office management principles and procedures.
* Experience in filing and archiving in large organizations.
* Experience in problem identification and solution.
* Experience in Customer Service Operation.
* Experience in Managing small budgets and petty cash.
* Discrete and diplomatic behaviour.

Languages

* Fluency in English. Knowledge of French is a plus.

Character Qualities

* Able to work in a team under pressure
* High degree of integrity, discretion, and personal conduct
* Flexible and adaptable to changing working conditions
* Self-motivated with good judgement and initiative
* Advanced verbal and written communication skills
* Excellent interpersonal skills
* High level of attention to detail
* Able to prioritise and meet deadlines sensitive to cultural diversity
* Ability to work extra hours

Submission of applications:

Applications in sealed envelops clearly marked ‘Executive Secretary’ should be submitted to the Human Resource Office, East Africa Office, International Federation of Red Cross and Red Crescent Societies, P.O. Box 41275–00100, Nairobi or email address zonehr.easternafrica@ifrc.org to be received not later than 13th April 2011.

Only short listed candidates will be contacted.