Personal Assistant (Jobs in Kenya, March 2015)

Personal Assistant

The Unclaimed Financial Assets Authority (UFAA) is a State Corporation established under the National Treasury pursuant to the Unclaimed Financial Assets Act No. 40 of 2011. The primary mandate of the Authority is to obtain unclaimed financial assets from the holders of such assets on behalf of the Government, safeguard and re-unite the assets with their rightful owners.

UFAA invites applications from suitably qualified and experienced persons to fill the following position:

Senior Secretary / Personal Assistant

Job Ref: UFAA/07/2015

Job Profile: Reporting to the Chief Executive Officer, the Senior Secretary/ Personal Assistant will be responsible for providing an efficient and responsive administrative, organizational, and logistical service to the CEO, helping to manage and prioritize time.

UFAA Personal Assistant Job Roles

• Providing support to the Chief Executive, Directors and management team.
• Managing and maintaining the CEO’s diary.
• Providing full secretarial assistance to the management team and to ensure a high level of service is maintained.
• Filtering emails, highlight urgent correspondence
• Responding to emails as much as possible, dealing with appointments,
• Ensuring busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc.
• Conducting weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests.
• Ensuring the CEO is fully briefed on, or prepared for, any engagements s/he is involved in.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.
• Preparing correspondence on behalf of the CEO, including the drafting of general replies.
• Communicating and handling incoming and outgoing electronic communications on behalf of the CEO
• Responsible for managing calendars, interaction with both internal and external executives, as well as consultants, to coordinate a variety of complex executive meetings.
• Arranging travel reservations and schedules for management, as needed.
• Welcoming and receiving office guests
• Ensuring security of office records, documents and equipment; including classified materials and operating office equipment.
  organizing conference and meeting room bookings
  coordinating meetings and organizing catering
• Management of office protocol; managing of office petty cash; handling telephone calls and appointments

Personal Assistant Job Profile

• A Bachelor’s degree in relevant field of work – Business, Accounting, Finance, Communications, Computer Science
• At least 4 years of professional experience as an Administrative Assistant or Executive Assistant to the CEO of a fast growing organisation;
• Good communications skills – written, spoken, unspoken, and interpersonal
• Excellent organizational skills including the ability to multi-task; precise attention to detail
  problem solving skills, crisis management skills and a desire to work in a dynamic environment;
• An analytical mind with a demonstrated ability to make data-driven decisions;
• Significant experience and proficiency in modern software applications such as Word, Excel, PowerPoint
• Integrity, honesty, sensitivity, discretion and unquestionable ability to maintain confidentiality;

Terms and Conditions

Successful candidates for the above positions will be offered a competitive remuneration package.

Appointments will be on permanent terms subject to satisfactory performance.

All applicants should attach the following documents with their applications: clearance certificates from Kenya Revenue Authority, Higher Education Loans Board, Credit Reference Bureau, Ethics and Anti-Corruption Commission, and a certificate of good conduct from the Criminal Investigations Departments.

Application Process

If you possess the above qualifications, please write quoting the job reference and title on both the cover letter and envelope accompanied by up-to-date curriculum vitae, indicating your current remuneration and  other benefits, academic and professional qualifications, work experience, your e-mail and telephone contacts. Your curriculum vitae should indicate names, phone numbers, postal and email addresses of two (2) referees who are familiar with your previous academic/work experience.

Please attach copies of your educational, professional certificates, identity card or passport.

The applications should either be sent by post, e-mail, or hand delivered to the Authority’s offices located at Pacis Centre, Westland- off Waiyaki way, 2nd Floor,to be received on or before 2nd April, 2015, addressed to:

Chief Executive Officer

Unclaimed Financial Assets Authority

P.O. Box 28235-00200

Nairobi

E-mail: careers@ufaa.go.ke

UFAA is “an Equal Opportunity Employer”

Women and Persons with Disability are encouraged to apply.

Canvassing of any form will lead to automatic disqualification.

Only shortlisted applicants will be contacted

Categories: ASSISTANT, SECRETARIAL