Skip to main content

Personal Assistant Job in Kenya



Personal Assistant 



Minimum Qualifications:



Bachelors Degree



Job Term:



Contract



Position Level:



UF 3



Remuneration:



Min Ksh 174,680 – Max
Ksh. 210,050



Number of
positions: 
1



Qualifications




  • Bachelor’s Degree in social sciences or its
    equivalent from a recognized university

  • Membership to a relevant professional body in good
    standing where applicable. 

  • A supervisory course lasting not less than two (2)
    weeks from a recognized institution.

  • Minimum of 4 years relevant work experience



Functional Skills




  • IT proficiency 

  • Managerial and Administrative 

  • Customer Care 

  • Report writing 

  • Basic financial knowledge

  • Communication



Behavioral Competencies/
Attributes:




  •  Ability to work independently

  • Flexible 

  • Emotional Intelligence

  • Effective Interpersonal  

  • Team player 

  • Personable

  • Fulfil the requirements of Chapter 6 of the
    Constitution of Kenya, 2010



Responsibilities



The job holder is
responsible for planning, coordinating, and managing activities for the Chief
Executive Officer (CEO), and handling communication by linking the Chief
Executive Officer with stakeholders, as well as to the Board of Directors and
senior management team for a solid collaboration to enhance the Chief Executive
Officer’s effort in realization of the mandate of the institution.




  • Key Responsibilities / Duties /
    Tasks

  • Managerial / Supervisory
    Responsibilities

  • Co-ordinating the preparation of reports, briefs
    and other documents required by the Chief Executive Officer to articulate
    higher education financing matters;

  • Supporting the Chief Executive Officer as he leads
    and implements Government Directives, Compliance requirements and the
    institution’s Board resolutions, and as he spearheads implementation of
    the institution’s Strategic Plan;

  • Planning, managing and coordinating Chief
    Executive Officer’s calendar while prioritizing engagements and with a
    deliberate intent for all activities to be executed
    with positive achievement

  • Receiving board committees reports and compiling
    them for Chief Executive Officer’s review to allow for timely release of
    full board reports to Directors and ultimately efficient Board meetings;

  • Coordinating Senior Management Meetings – taking
    minutes at the meetings, collating departmental reports and making
    follow-up on implementation of Senior Management resolutions;



Operational
Responsibilities / Tasks






  • Ensuring sustained positive communication between
    the Chief Executive Officer and funders to support continued partnership
    and to assist to onboard new collaborations;

  • Coordinating local and international travel for
    Board Members/Chief Executive Officer and delegates by securing travel
    clearances from relevant authorities, passports (in case of renewals),
    visas, air tickets, facilitation and confirmation of the appointments and
    meetings being attended;

  • Planning and synchronizing itineraries to achieve
    best routing on travel, ensure value on tickets, punctuality for meetings
    and maximize on engagements to be undertaken during diaspora/field visits;

  • Implementing and monitoring the budget for office
    of the Chief Executive Officer and Board to maintain prudent utilization
    and achievement of intended goals and hence serves as member of the
    institution’s Budget Implementation Committee;

  • Approving of applications for expenditures from
    the office budget and overseeing surrenders to maintain accountability of
    resources received;

  • Implementing Board Members annual activities that
    include board capacity building, (identifying and sourcing for training
    after board evaluations), benchmarking and resource mobilization
    engagements as well as Board and SMT workshops;

  • Coordinating activities leading to successful
    Board Meetings, circulation of meeting materials, confirmation of
    attendance and overseeing the preparation of facilitation to ensure
    meetings happen as scheduled and efficiently;

  • Providing requisite support to Corporate
    Communications department during the institution’s events by handling
    protocol for the success of the events; 

  • Reviewing documents for Chief Executive Officer’s
    signature to ensure that they are error free and to free him from the
    burden of proof reading and correcting documents;

  • Filtering and re-routing routine matters that can
    be handled at other levels to allow Chief Executive Officer sufficient
    concentration to strategic matters and avoid delay on actioning matters.



Financial Responsibility




  • Responsible for development and utilization of the
    annual budget of office of the Chief Executive and Board of Directors’
    budget;

  • Overseeing the implementation of the approved
    procurement plan for realization of utilization of finances at the
    appropriate period in line with procurement plan and for budget
    management;

  • Overseeing requisitioning and approving the
    budgeted expenditures;

  • Planning and accurately designing travel
    itineraries and seeking flight bookings early to benefit from cheap
    tickets before peak period and to avoid costs of change on tickets; 

  • Facilitating diaspora and local appointments to
    support missions aimed at resource mobilization and loan recoveries.



Responsibility for
physical assets around the area of work:



Responsible for physical
assets assigned to the office of Chief Executive Officer, Chairman, front
office and Boardroom.



Problem Solving;



The job holder will be
required to solve the following type of problems:




  • Administrative problems in the office of the CEO;



Communication



The job holder will need
to understand the following information to discharge his/her mandate:




  • Detailed verbal and written instructions or
    requests from the CEO;

  • Drafting of internal or external communication,
    for the Office of the CEO;



Decision Making/ Job
Influence:




  • Making operational decisions using standard
    operational procedures;

  • Making financial decisions on daily office matters
    that impact on the  budget of the office of the Chief Executive and
    Board.



Working Conditions:



Works in an office
environment with long hours of sitting;




  • b)   Duties involve occasional travel;

  • c)   Duties require working extra hours and
    sometimes during weekends;

  • d)   As first contact the holder is at times
    exposed to dissatisfied clients and runs the risk of hostility by the
    later clients



How to Apply



Apply
now




https://jobcenterkenya.com/personal-assistant-job-in-kenya-36/

Comments