Executive Assistant Job in Nairobi 2019
Career Employment Kenya: Executive Assistant Job in Nairobi 2019
Job Description: Today Work Kenya

Plan
International
 is an independent child rights
and humanitarian organisation committed to children living a life free of
poverty, violence and injustice.



We actively unite children,
communities and other people who share our mission to make positive lasting
changes in children’s and young people’s lives. We support children to gain the
skills, knowledge and confidence they need to claim their rights to a
fulfilling life, today and in the future. We place a specific focus on girls
and women, who are most often left behind.

We have been building powerful
partnerships for children for more than 75 years, and are now active in more
than 70 countries.

The post holder reports to the
Country Director (CD).  The position does not supervise anyone. 
However, it has close working relations with Operations Director, Program
Director and all the CD’s supervisees on certain tasks e.g. following up on
reporting and the Administration Department.
·        
To provide administrative and
programmatic support to the CD and in his/her absence to the Nominee.
·        
Ensures that a comprehensive diary is
maintained and communicated well in advance with logistical arrangements.
·        
Provide logistical and programmatic
support to Director of Operations and Program Director and anyone else at the
discretion of the CD.
·        
Act as the initial contact point for
the Country Director’s Office.  On a daily basis, respond promptly to
questions from Senior Leadership Managers who need to contact and get responses
from the CD.
·        
To co-ordinate, monitor and make
travel and logistical arrangements for the CD and other senior directors.
·        
Prepares documentation to support the
office of the CD and its functions and to meet deadlines in processing CD
correspondence.  Monitors incoming mail and forwards to respective
departments/units.
·        
Co-ordinate the preparation of
briefing information for the CD relating to travel/conferences, working closely
with departmental colleagues as appropriate.
·        
Provide back-up support to ensure the
effective and timely response to requests from Donors, other NGOs, press and
media, staff and partners of Plan.
·        
Direct requests for information or
assistance from outside bodies to staff as appropriate.  Ensure action is
taken and that good public relations are maintained.
·        
To provide logistical and
administrative support for the organization of seminars, meetings, workshops,
conferences, and training sessions organised through the CD’s office.
·        
To manage all office expenses to
support the CD’s office, and raise the necessary request for purchase requisitions.
·        
To implement and maintain robust
office systems including filing and record keeping for the CD’s office.
·        
Preparation of invitation/visa
letters where applicable for visitors to enable them acquire visas either prior
or upon arrival at the airport.
·        
Support to CD’s office during the
compilation of the quarterly report.
·        
Preparing the Delegation of Authority
letters as and when necessary.
·        
Coordinating documentation to CD’s
office requiring signature.
·        
Maintaining/updating CD’s diary to
ensure appointments and meetings are well organized and coordinated.
·        
Identify appropriate opportunities to
ensure the CD’s visibility and accessibility is maintained, working with
relevant departments where necessary, and providing corporate inter- office
support
·        
Ensures that Plan International’s
global policies for Child Protection (CPP) and Gender Equality and Inclusion
(GEI) are fully embedded in accordance with the principles and requirements of
the policy including relevant Implementation Standards and Guidelines as
applicable to their area of responsibility. This includes, but is not limited
to, ensuring staff and associates are aware of and understand their
responsibilities under these policies and Plan International’s Code of Conduct
(CoC), their relevance to their area of work, and that concerns are reported
and managed in accordance with the appropriate procedures.
·        
A first degree in business
administration or social sciences
·        
Minimum three (3) years’ experience
in a similar role
·        
Proven experience in providing high
quality administrative and personal assistant services to senior level staff
·        
Possess proficiency in Microsoft
Office products (Word, Excel, Outlook, PowerPoint and Access)

·        
Excellent written and verbal
communication skills.
·        
Proven interpersonal and customer
service skills with people at a range of levels from a variety of social and
cultural backgrounds.
·        
Assertive and pro-active, with the
ability to work on own initiative with little or no supervision.
·        
Good analytical skills with the ability
to identify key points from complex material or information.
·        
Self-motivated, flexible and able to
make judgement as to when to take the initiative on the CD’s behalf.
·        
Excellent time management skills. The
post-holder will need to manage their own time well, and the time of the CD.
·        
Demonstrated personal integrity and
ability to deal with sensitive and/or sensitive issues with tact, and diplomacy
while maintain complete discretion and confidentiality.
·        
Ability to cope with varying
workloads and interruptions and to organize activities to provide efficient
services.
·        
Experience in providing comprehensive
support to staff committees and meetings.
·        
Experience with an INGO in a similar
role.
Plan International’s Values in
Practice
We are open
and accountable
·        
Promotes a culture of openness and
transparency, including with sponsors and donors.
·        
Holds self and others accountable to
achieve the highest standards of integrity.
·        
Consistent and fair in the treatment
of people.
·        
Open about mistakes and keen to learn
from them.
·        
Accountable for ensuring we are a
safe organisation for all children, girls & young people
We strive for
lasting impact
·        
Articulates a clear purpose for staff
and sets high expectations.
·        
Creates a climate of continuous
improvement, open to challenge and new ideas.
·        
Focuses resources to drive change and
maximise long-term impact, responsive to changed priorities or crises.
·        
Evidence-based and evaluates
effectiveness.
·        
Seeks constructive outcomes, listens
to others, willing to compromise when appropriate.
·        
Builds constructive relationships
across Plan International to support our shared goals.
·        
Develops trusting and ‘win-win’
relationships with funders, partners and communities.
·        
Engages and works well with others
outside the organization to build a better world for girls and all children.
We are
inclusive and empowering
·        
Seeks constructive outcomes, listens
to others, willing to compromise when appropriate.
·        
Builds constructive relationships
across Plan International to support our shared goals.
·        
Develops trusting and ‘win-win’
relationships with funders, partners and communities.
·        
Engages and works well with others
outside the organization to build a better world for girls and all children.
Moderate travel to project specific field
offices. (5%)
Level of contact with children
Low contact: No contact or very low
frequency of interaction.

Visit jobs.plan-international.org to apply

CLICK HERE TO APPLY ONLINE