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Title: Executive Assistant
AGRA is seeking to recruit an Executive Assistant, Program for Africa’s Seed
Systems (PASS) who will be responsible for providing administrative and
logistical support to the Program Director, PASS and a Program Officer. In this
capacity, the Executive Assistant, PASS must be a project professional, who
consistently demonstrates the values of AGRA. The Executive Assistant, PASS will
report to the Program Director, PASS and will work closely with the Program, Administrative
and Finance teams on all issues.
This position is nationally recruited and
will be based in Nairobi, Kenya on a three (3) year renewable contract.
Specific
responsibilities will include:
Managing the day-to-day
operational and administrative activities of the PASS Program by organizing the
flow of work, prioritising incoming requests, maintaining Program Director’s diary,
paper work and control system, and following up to ensure timely responses;
Maintaining an in-depth knowledge of the PASS
Program operations, responding and / or
re-routing general requests for information, electronic communication and
facilitation, liaison with other AGRA Program offices, and representatives from
other institutions;
Following up on actions required
by the PASS Program, filing documents and maintaining the relevant files;
Coordinating the process of
project/grant preparation for the program officer, PASS;
Managing the process of project
completion reporting for which the Program is responsible;
Obtaining, compiling and extracting
information from files, publications, library, databases, and other sources or
as directed by the Program Director, PASS for use as necessary;
Coordinating administrative and
logistical arrangements for visitors, including arranging appointments for the
Program Director, PASS, compiling and providing information or relevant
materials required and updating information regarding the Director’s planned travel and meetings;
Working closely with the travel
unit in organizing the Director’s and program visitors’ local and international
travel by providing timely information;
contacting hosts and arranging hotel accommodation, appointments, and processing
travel expenses;
Making necessary arrangements for
PASS Program meetings, workshops and conferences, booking rooms, drafting
agenda, compiling and distributing background documentation; and
Demonstrating flexibility in
undertaking special assignments e.g. events, receptions for the Program
Director, PASS and other activities as assigned.
Key qualifications,
knowledge and experience required:
A minimum of a Bachelor’s
degree in Business Administration, Secretarial Studies, Social Sciences or a related
discipline;
Formal secretarial
training is preferred while a Master’s degree will be an added advantage;
At least five (5)
years’ proven experience providing administrative and personal assistant
services to senior level staff in an International Not for Profit Organization;
Proficiency in the Microsoft
Office suite with the ability to use the Internet to obtain data and reference
material;
Strong organizational
skills and ability to work under pressure;
Excellent written and
verbal communication skills and proven interpersonal and customer service
skills;
Commitment to accuracy
and attention to detail; and
A good command of
English. A working knowledge of French will be an added advantage.
For more information
on this position, applicants can visit www.agra.org
An attractive remuneration
package commensurate with the position’s responsibilities will be negotiated
with the successful candidate. If you believe you can clearly demonstrate your
abilities to meet the relevant criteria for this role, please submit your application
with a detailed CV, stating your current position, current remuneration, e-mail
and telephone contacts and quoting the reference number (Ref.: EA-PASS / 11-13) on your application letter.
To
be considered, your application must be received by 13 December, 2013 addressed to:
The
Director
Executive
Selection Division
Deloitte
Consulting Limited
Email:
agra@deloitte.co.ke
