Senior Secretary

Company Description

Principle Based Leadership (PBL), Kenya is a 13 year-old men's and youth training and development PBO (non-profit) organisation dedicated to breaking toxic, primeval behaviors and replacing them with healthy, but strong servant-leadership values. Results from 1,240 confidential Wives' Surveys over 7 years reveal profound transformation in their husbands' behaviors as husbands and fathers. In addition, they have reported a 94% increase in their dedication to work harder as providers for their family.

PBL also provides holistic ministry that strengthens the family unit via nutrition training, modern organic farming, and entrepreneurial agribusiness development to create economic prosperity.

Role Description

This is a full-time on-site role for a Senior Secretary, who will provide administrative, secretarial, and logistical support for the Executive Director, as well as office flow, organizational systems, and hospitality. This role will also serve other Directors as time allows.

Purpose:
This role dispels confusion and errors by ensuring the cohesive and efficient functioning of the Staff by coordinating activities, cloud-based software and filing systems, coordinating schedules, and both internal and external meetings. The right candidate will be skilled in communications, and shared software Apps to coordinate the day-to-day administrative and communications tasks of the office.

This position does not recruit, hire, review, or fire, but they have solid influence in the organisation.

Compensation

· month probationary (Contractor) role, to full-time.

· Salary is commensurate with experience for small to medium size NGO/PBO

· Benefits: National Healthcare (SHA) and National Soc. Sec. Contributory Fund.

· weeks paid vacation for year 1, earnable after 6 months.

· New-birth Paternity/Maternity leave is available after first 12 months of employment.

Key duties and responsibilities

1. Executive and secretarial support

• Provide comprehensive administrative support to the Executive Director including managing their calendars, appointments, and travel arrangements.
• Scheduling, coordinating, and facilitating an up-to-date virtual MS365 Director's calendar.
• Serve as the primary contact point for the Directors, screening calls and visitors-- directing them appropriately.
• Serve as the primary Host for in-office and offsite meetings: scheduled training, partner-donor meetings, internal staff Draft, arrange food and beverage, and testing presentation equipment.
• Edit confidential correspondence, reports, presentations, and other documents.
• Record and transcribe minutes as needed during senior management Zoom meetings; track the progress; be responsible to alert attendees on their timely follow-ups.
• Once oriented, the SAS will have the opportunity to change processes, procedures or schedules—even shift the objectives of their position--upon ED approval.

2. Office management and coordination

• Oversee general office operations to ensure a clean, safe, and efficient work environment.
• Provide logistical and administrative support for meetings, workshops, and conferences—including break sessions, food, and beverages.
• Manage and replenish office supplies, printer, and stationery and oversee maintenance of office equipment.
• Experienced in supervising (future) junior administrative staff or volunteers in the office, providing guidance and oversight.
• Handle petty cash and other routine financial transactions for office expenses and assist with budget monitoring for administrative costs.
• A vital part of our HR Onboarding Team, they will prepare the workplace—coordinate software app access to training, logins, and the equipment needed to assure a successful new hire's orientation.

3. Communication and information management

Weekly:

• Coordinate official correspondence, and web leads, including screening, logging, re-routing
• Setting up and maintaining a professional yet logical filing and retrieval system.
• Competent in leveraging technology/software to do their job.
• Support to the Director of Asset Management to protect the security, integrity, and confidentiality of office assets, records, conversations, IP, and other sensitive information.
• Support reminders for weekly reviews for staff and their overseers.
• "Own" and manage the office operations; official calendar; facilitate reminders;
• Work with PBL MarCom Director for initial training and login access to our office software Apps; Coordinate web-leads process to move the leads to the appropriate Directorates; Creates formatted contacts lists to import in Odoo for Newsletter email/text updates; Assists MarCom in creating and publishing of our Annual Report.

Monthly

Summarize monthly reports for agreed to provide each month;

• Work with ED and Finance Manager to facilitate Tier 2 financial matters, including supporting payroll, benefits, contractor stipends

Quarterly

--Coordinate annual performance reviews for staff and their overseers.

--Quarterly: Plan and support agenda items for Board meetings

Annually

--Coordinate annual salary review meetings for all staff and their overseers.

--Assist in the compilation of our Annual Report

4. Travel and logistics

• Coordinate travel arrangements for staff and visitors, including bus, flight, and hotel bookings, transfers, and timely visa applications.
• Prepare and process travel authorizations, expense reports, and other related travel documents.
• Provide support for the Director of Asset Management of the organization's vehicle fleet; office equipment, technology backup systems
• Some light travel to assist in key events registration and set-up may be required.

5. Qualifications and experience

• Education: A bachelor's degree in business administration, Social Sciences, or a related field is required; equivalent certificate courses will be considered;
• 3 to 5 years of experience in a similar administrative or secretarial role within an NGO/PBO--or comparable organization--is typically highly desired.
• NGO/PBO-specific experience: Familiar with Board governance procedures, constitutional integrity, donor/grantor compliance requirements, and local regulations is highly valued.
• Skilled at Internet-based research and basic AI

Core competencies: hard and soft skills

Hard

• Proficient in MS365 and its Office Suite (Outlook, PowerPoint, Excel, and Word); Odoo systems experience is a plus
• Using IT/IS systems to support internal communication by disseminating information and coordinating between departments.
• Excellence in English, writing, reading and speaking.
• Speaks and write Kiswahili fluently.
• Competent in Mathematics
• Skilled in data entry. Excellent speed and accuracy on the keyboard
• Excellent organizational and calendar-management skills, with the ability to manage multiple tasks under tight deadlines.

Soft

• Inspired by PBL's vision; entrepreneurial minded to build out and orderly functioning office Hub, and qaid in expansion into Regional offices
• Excellent problem-solving skills—can think out of the box
• Strong communication, and interpersonal skills, with the ability to interact effectively with diverse internal and external stakeholders with grace.
• Has high levels of personal integrity, empathy for others, and discretion when handling confidential and sensitive information.
• Proactive, assertive when needed, and self-motivated, with the ability to work independently with minimal supervision.
• Strong intuition—can "feel with the gut" if something is wrong—or the right way to go

Key Performance Indicators (KPIs)

The Executive Director will create KPIs for this role to determine the success and in quarterly and annual reviews. An overview would include:

1.   Is the eye of the storm: bringing a calm competence—and an organized presence into the office culture.

2.   Proactively monitors major milestones and weekly deadlines; bringing a higher level of support and effectiveness to each department.

3.   Is a self-aware servant-leader/influencer, helps staff members and Directors to be better at their jobs

4.   Sees the details, yet can also see the big picture.

How to apply:
Go to and:

1.   Click on the position title of interest to learn more about PBL,

2.   Register and complete the application—

3.   Including your email address and phone.

4.   Attach your cover letter, contact information, and CV

5.   Upload your application.

Qualifications

• Clerical Skills and Executive Administrative Assistance experience
• Strong Communication and Customer Service skills
• Experience with Company Secretarial Work
• Excellent organizational and time management abilities
• Proficiency in office software and tools
• Bachelor's degree in Business Administration, Secretarial Studies, or a related field is preferred
• Ability to work independently and prioritize tasks effectively