Senior Admin at

1 month ago

Nairobi, Nairobi Area, Kenya Stratostaff Full time

At Stratostaff we design, implement and manage workforce solutions for large, specialized or routine staff complements giving you the opportunity to focus on your core business.


SUMMARY


Our client, an international non-governmental organization seeks to bring on board a senior admin who will be responsible for providing support to the Director towards the achievement of the organization's Impact strategy.

S/he will partner with co-located teams across functions to provide administrative support.

ROLES AND RESPONSPONSIBILITIES
Manage scheduling for the Director, including calendar meeting requests.
Lead scheduling for all activities in line with work plans. Plan, coordinate and ensure schedules are followed and respected.
Schedule meetings and coordinate related logistics, such as room bookings, refreshments, and document preparation for all attendees.
Manage agenda, take minutes at meetings, and distribute as appropriate.

Lead follow up of key action items for the functional, ensuring that the Director is prepared for meetings and correspondence and work runs smoothly.

Manage travel in coordination the travel team and office coordinator and team assistants, including extensive global travel, accommodation reservations, ground transport, travel visas and immunizations.

Prepare and submit expense reports accurately and efficiently in line with organizational policies.
Compose routine correspondence with the ability to be proactive in identifying the need for writing.
Liaise with the department and colleagues regarding functional communications.
Organize & manage, with support from the department, the function's events, team retreats, meetings etc.
Handle the distribution of correspondence. Monitor email and act as appropriate. Ensure attention to accuracy and detail.
Plan, organize and maintain accurate documentation for the function including reports.
Maintain organization of the database, shared network drives and SharePoint sites
Provide support in budget preparation and forecasting. Supporting Financial management processes in line with policies and processes
Provide backup to other Executive Assistants.

MINIMUM REQUIREMENTS AND COMPETENCIES
College diploma or University degree is required.
Minimum 3 years' experience in an Administrative Assistant role in a fast-paced environment. Local experience is preferred.
Excellent prioritization, time management skills & follow through.
Excellent Organizational skills and able to manage multiple tasks in a fast-paced environment.
Excellent interpersonal skills, exhibiting grace under pressure.
Strong communication skills in English; written and spoken.
Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365, and SharePoint).
Detail-oriented with a demonstrated ability to produce high quality work consistently and effectively.
Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.
Flexible, adaptable, and able to execute a range of job duties and changing priorities.

Proven excellence in verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures and to distill complex information and data into accessible conversation and written pieces.

Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation's values.
You have a commitment to the organizational values and vision.

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