Kenya: Executive Officer, Regional Directors Office – Bilingual

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Organization: International Planned Parenthood Federation
Country: Kenya
Closing date: 14 Feb 2018

JOB PURPOSE

To provide efficient and high quality administrative support to the Regional Directors Office (RDO)

To ensure that Regional Directors office is responsive to the needs all stallholders and partners.

To take the initiative and organize work pro-actively, ability to work under high pressure at times and ability to work effectively as part of a team at the Africa Regional Office.

KEY TASKS

• Provide administrative support to Regional Director’s Office

• Support the RDO Liaison to co-ordinate, monitor and make travel and logistical arrangements for the RD and EXCO members

• Improving the effectiveness and efficiency of the RDO by maintaining a proper filing

• Manage the RDO calendar/email account; including coordination of meetings, urgent matters, priorities and ensuring the RDO is well prepared for meetings

• In close collaboration with RDO Liaison, provide logistical and administrative support for the organization of board meetings seminars, workshops, conferences, and sessions organized by the Regional Directors

• Plan all meetings and manage all travel arrangements and itineraries (including air, hotel, car, special accommodations)

• Coordinate timely communication in response to requests, issues, questions and other correspondence needs in the Regional Director Office

• Organize and document all information needed for daily operations and tasks for RDO

• Maintain strict confidentiality and interact professionally with all levels of management, staff and other partners

• Management and organisation of Regional Directors office, including all office expenses to support raise the necessary request for purchase requisitions for the unit

• Assist RDO Liaison to prepare documentation to support RD office and its functions and to meet deadlines in processing RDO correspondence. Monitors incoming mail and forward to respective deparments/units

• Assist RDO Liaison to prepare briefing information for the RD and work closely with departmental colleagues as appropriate

• Assist the RDO Liaison, to develop, coordinate and implement the Regional Director’s programme budget as well as the regional governance activities and budget

• Managing the Regional Directors leave application ensuring sign off by the Director General

• Support the RDO Liaison to oversee the Regional Directors Office budget

EDUCATION & QUALIFICATIONS

• Master’s in Business Administration or related field

• Post graduate diploma in secretarial studies will be an added advantage

• Excellent knowledge of office administration in a busy office

PROFESSIONAL EXPERIENCE

• Minimum 5 years’ experience as Executive/ personal assistant at a senior level.

SKILLS

• Leadership and management

• Outstanding interpersonal skills– articulate, tactful and diplomatic. Flexible, team player

• Excellent writing, verbal, interpersonal and negotiation

• Excellent time management to meet tight deadlines

• Excellent Administrative and office management- Minuting meetings

• Strategic thinking and judgement

• Advanced level IT skills – Word, Excel and PowerPoint

• Public relations

• Ability to multitask

• Perfect bilingual – Fluency in written/spoken English and French is a must.

How to apply:

Interested persons are requested to submit a CV including three referees and cover letter indicating educational background, experience, skills and why you think you are the best candidate for the position to: hroffice@ippfaro.org

Competitive remuneration will be negotiated with the successful candidate.

IPPF is an equal opportunity employer. Closing date 14th February 2018

Check the job profiles at www.ippfar.org

We regret only shortlisted candidates will be acknowledged.

“Applications are particularly encouraged from candidates openly living with HIV.”

IPPF has​ been made aware of various fraudulent vacancy announcements circulated via e-mail from websites falsely stating that they are issued by or in association with IPPF. These correspondences, which may seek to obtain money from the recipients of such correspondence are fraudulent and IPPF does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees).

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