Head's PA and Office Manager at

7 days ago

Nairobi, Nairobi Area, Kenya Peponi House Preparatory School Full time
Peponi House is a co-educational day prep school for children aged 6 to 13.

Peponi School was established in 1989, to be a first class, independent,co-educational boarding school with an international intake of pupils working for internationally recognised school-leaving examinations at 16 (IGCSE), 17 (A/S) and 18 (A2) Years.


KEY DUTIES:

Personal Assistant responsibilities:
Providing high quality and timely administrative support of a confidential nature.
Ensuring that all visitors, internal and external, are welcomed in an appropriate manner
Attending meetings as required by the Head and taking and distributing minutes as appropriate
Liaising with the Head on behalf ofstaff as required.

Managing a complex diary, with confidence to make decisions without referral to the diary owner, always looking up to 12 months in advance and ensuring effective use of time.

Managing the Head's diary and appointments. This will include liaising with parents, staff, and outside organisations.
Managing incoming/outgoing correspondence to ensure that information meets the needs of the recipients. This may include writing letters, briefing reports and any other communications, maintaining the appropriate tone and style.

Opening all post addressed to the Head, distributing it to relevant persons for action and drafting responses for the Head where appropriate.

Oversight for paper work for trips and visits risk assessment as well as transport arrangement.
Following up on Pupil Pass applications and communication with parents regarding the same.

Assisting the HR department e.g in the processing of Work Permits for expatriate members of staff as well as Pupil Pass applications as and when required.

Organising the induction of new staff with the Head.

Dealing with all initial approaches to the Head from staff or parents and ensuring that the Head is briefed to enable an appropriate response.

Providing a high standard of secretarial service to the Head. This will include drafting and typing letters, minutes, meeting agendas, schedules and reports.
Assisting the Head in the preparation of the Head's report for Board meetings.
Liaising with the School Registrar on all prospective parent visits involving the Head.

Co-ordinating the organisation of the Head's end of term report writing, in conjunction with the Deputy Head, Academic and the Main Office to specific timescales.

Arranging international and domestic travel including booking flights, visa administration, rail, taxis, and accommodation, and creation of detailed visit packs where necessary, ordering and processing currency and liaising with external agencies where appropriate in liaison with the School Secretary.

Arranging the Head'stravel and accommodation requirements for outside duty.

Event

Management:
Providing logistical and administrative support for the organisation of School events and functions. Working with the event lead to understand the scope of the event, managing all requirements and supporting delivery.

Staff Management and Leadership:
Providing effective leadership and line management to the School Secretary and School Administrator.

Ensuring direct reports' duties are being carried out to the school's high standards and briefing the Head as appropriate.

Supporting the Head in the line management of support staff that report directly to them.

Management:
Acting as the first point of contact for internal and external stakeholders and ensure the smooth running of the office by reviewing and maintaining office systems and procedures in order to enhance, develop and implement effective delivery
Ensuring that the Head's office is equipped to function efficiently and that all equipment, stationery and other requirements are available as required
Updating and organising school policies in conjunction with the Head
Taking care of day to day operations for the Head.
Supporting the Head with newsletter and providing news items to the Marketing Team.
Providing secretarial and administrative support to other members of the Head's Senior Management Team as required.

Supporting the Registrar with ensuring the school's MIS system is current and updated when appropriate for pupil and parent contact details.

Liaising with the Human Resources Manager in maintaining staff personnel files.
Ensuring the Head is up to date and briefed on appropriate staff matters and school business.

It should be noted that the above list of duties and responsibilities is not necessarily a complete statement of the duties of the post.

It is intended to give an overall view of the position and should be taken as guidance only.

PERSON SPECIFICATION CRITERIA ESSENTIAL DESIRABLE
Education and Qualifications

Good standard of education
Excellent spoken and Written English
Secretarial or Administration qualification or equivalent
Administration or Management degree qualification

Experience, Knowledge and Understanding

Experience in a similar role or a role that requires excellent administrative and interpersonal skills
Experience of team management
Experience of working in a school.

Role Related and Personal Skills

Excellent organisational skills and ability to prioritise throughout the working day
Experience of taking minutes at Board level
Excellent interpersonal skills and telephone manner
Excellent verbal and written communication skills
Excellent administrative and ICT skills
Understanding of the need for confidentiality at all times
Diplomacy, tact, discretion and trustworthy
Willing to go the extra mile

General

A flexible approach to hours and duties
The desire to undertake further training as may be required in order to properly perform the duties in a changing and challenging environment
Understanding of working in an International school.

  • Team PA

    1 week ago

    Nairobi, Nairobi Area, Kenya Genesis Analytics Full time

    Our purpose is to unlock value in Africa. We use our analytical capabilities to improve decision-making and, through better decisions, to unlock substantial value for our clients and society. While we are the largest economics-based consulting firm in Africa, we use a large number of techniques and approaches to achieve clarity for decision-makersSummaryIn...

  • Personal Assistant(PA) To CEO

    2 weeks ago

    Nairobi, Nairobi Area, Kenya Brites Management Full time

    JOB TITLEPERSONAL ASSISTANT (PA) TO CEONATURE OF JOBFULL TIMEINDUSTRYLAW FIRMSALARYKshs 45,000.00 NETJOB LOCATIONNAIROBISummaryOur client a law firm in Nairobi is looking for a Personal Assistant to the CEO. The ideal candidate will have similar experience and act as a first point of contact: dealing with correspondence and phone calls. Managing diaries and...

  • Personal Assistant(PA) To CEO

    1 month ago

    Nairobi, Nairobi Area, Kenya Brites Management Full time

    JOB TITLEPERSONAL ASSISTANT (PA) TO CEONATURE OF JOBFULL TIMEINDUSTRYLAW FIRMSALARYKshs 45,000.00 NETJOB LOCATIONNAIROBISummaryOur client a law firm in Nairobi is looking for a Personal Assistant to the CEO. The ideal candidate will have similar experience and act as a first point of contact: dealing with correspondence and phone calls. Managing diaries and...

  • Physical Security Officer

    5 days ago

    Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi Full time

    JOB SUMMARYQualifications/Special SkillsAn advanced university degree (Master's degree or equivalent) in criminal justice, law, security management, architecture or engineering or related fields is required.A first-level university degree may be accepted in lieu of an advanced university degree provided that the first-level university degree is accompanied...

  • Human Resources Assistant

    1 month ago

    Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full time

    United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the...

  • Environmental Management Intern at

    2 months ago

    Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full time

    United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the...

  • Senior Technical Sales Agronomist at

    1 month ago

    Nairobi, Nairobi Area, Kenya K+S Group Full time

    K+S considers itself a customer-focused, independent supplier of mineral products for the Agriculture, Industry, Consumers, and Communities segments. We enable farmers securing the world's food supply, provide solutions that keep industries running, enrich consumers' daily lives, and ensure safety in winter.YOUR RESPONSIBILITIESOur sales office KPLUSS...

  • Junior Technical Sales Agronomist at

    1 month ago

    Nairobi, Nairobi Area, Kenya K+S Group Full time

    K+S considers itself a customer-focused, independent supplier of mineral products for the Agriculture, Industry, Consumers, and Communities segments. We enable farmers securing the world's food supply, provide solutions that keep industries running, enrich consumers' daily lives, and ensure safety in winterYour ResponsibilitiesOur sales office KPLUSS...

  • Programme Management Officer

    1 month ago

    Nairobi, Nairobi Area, Kenya United Nations Environment Programme (UNEP) Full time

    The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world's environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the environment.Result of Service At...

  • Senior Political Officer

    3 months ago

    Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full time

    United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the...

  • Head – Talent

    4 days ago

    Nairobi, Nairobi Area, Kenya Alliance for a Green Revolution in Africa (AGRA) Full time

    AGRA is an alliance led by Africans with roots in farming communities across the continent. We understand that African farmers need uniquely African solutions designed to meet their specific environmental and agricultural needs so they can sustainably boost production and gain access to rapidly growing agriculture markets.Job Reference: HTP/POD/05/2024...

  • Associate Administrative officer

    7 days ago

    Nairobi, Nairobi Area, Kenya United Nations Office for Project Services Full time

    Job DescriptionDescription –>This position is located in the Sustainable Mobility Unit of UNEP. S/he will work under the general supervision of the head of the Sustainable Mobility Unit. It encompasses sub-functional specialties such as human resource administration, planning, programming/budgeting, and implementing, monitoring and evaluation of business...

  • Personal Assistant at

    1 month ago

    Nairobi, Nairobi Area, Kenya African Institute for Health and Development Full time

    The African Institute for Health and Development (AIHD) is a non‐profit, non‐governmental organization (NGO) established in June 2004 in Nairobi, Kenya by a group of accomplished African researchers and academicians.Job SummaryThe African Institute for Health and Development (AIHD) is seeking to recruita Personal Assistant to support the Head of the...

  • Human Resources Assistant

    2 weeks ago

    Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi Full time

    JOB SUMMARYEducationCompletion of a high school diploma or equivalent is required. Supplemental training and certification in Enterprise Resource Planning (ERP) systems is desirable.Work ExperienceA minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required.The minimum...

  • Human Resources Assistant

    2 weeks ago

    Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi UNON Full time

    ResponsibilitiesCarries out onboarding processes of selected candidates and processes personnel action PA. Issues Letters of Appointment and conducts orientation training; monitors contract expiration dates, processes requests and actions contract extensions; conducts eligibility review of staff for contract conversation.Processes temporary and permanent...

  • Human Resources Assistant

    4 weeks ago

    Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi UNON Full time

    ResponsibilitiesCarries out onboarding processes of selected candidates and processes personnel action PA. Issues Letters of Appointment and conducts orientation training; monitors contract expiration dates, processes requests and actions contract extensions; conducts eligibility review of staff for contract conversation.Processes temporary and permanent...

  • Programme Management Officer at

    1 month ago

    Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full time

    United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the...

  • Country Office Head, Kenya at

    1 month ago

    Nairobi, Nairobi Area, Kenya International Vaccine Institute (IVI) Full time

    The International Vaccine Institute (IVI) is an nonprofit International Organization IVI, through its mission to discover, develop and deliver safe, effective and affordable vaccines, enables the world's most vulnerable people to live full, productive lives by accelerating R&D for crucial vaccines with partners in the Republic of Korea, across Asia, and...

  • Head of Strategy

    3 days ago

    Nairobi, Nairobi Area, Kenya Mastercard Foundation Full time

    The Mastercard Foundation seeks a world where everyone has the opportunity to learn and prosper. All people, no matter where their starting point in life, should have an equal chance to succeed. We believe that with access to education, financial services, and skills training, people can have that chance.THE OPPORTUNITYReporting to the Executive Director,...

  • Head of ICT at

    1 month ago

    Nairobi, Nairobi Area, Kenya Haco Industries Kenya Limited Full time

    HACO Industries was established in the early 1970's as single-product manufacturer. From those modest beginnings, HACO is now one of the region's leading FMCG manufacturers, supplying a wide range of products to the entire East African and COMESA Markets.About the Role:Reporting to the Managing Director, the Head of ICT is a senior management role and part...