Executive Assistant Job in Nairobi, Kenya

Position: Executive Assistant

Location: Nairobi

Job Description

The Open Society
Initiative for Eastern Africa (OSIEA) is looking for an Executive Assistant.

The Executive Assistant
supports the executive director in the regular oversight of OSIEA functions and
fulfilment of annual strategy objectives by providing administrative, logistic
and program support. The position liaises with all staff, requiring
professional discretion and a solution-oriented and friendly approach at all
times.

Responsibilities  

Administrative

  • Provide logistic support: Schedule meeting
    requests; filing, photocopy, answer e-mails, scan documents, take phone
    inquiries; schedule travel arrangements; organize meeting agendas; take
    minutes for meetings; draft correspondence; organize conference calls,
    process monthly credit card reconciliations, expense reports and
    reimbursement requests; and maintain contacts, records, and key documents;

  • Handle external communication (emails and phone
    inquiries and requests) to ensure that requests for action or information
    are relayed to the appropriate programs;

  • Maintain and track the director’s office budget;

  • Prepare consultancy contracts, process
    consultants’ expense reports, and coordinate consultants’ travel needs;

  • Assist in the compliance of all procedures and
    policies.

Programmatic

  • At the start of each year, organize and distribute
    the annual OSIEA calendar schedule to all programs;

  • Assist in the preparations of meetings,
    conferences and seminars as well as the implementation of special projects
    or emerging initiatives;

  • Provide key support in the review and finalization
    of grants, including reviewing proposals, preparing dockets, monitoring
    grantee activity and ensuring adequate reporting by grantees; develop
    information depository on grantees and service grantees information;
    manage and respond to unsolicited funding requests;

  • Conduct occasional research and writing
    assignments;

  • Support other Open Society Foundation (OSF)
    programs and offices regarding their interventions to maximize results
    and impact when assigned;

  • Travel as necessary.

Board Liaison


  • Serve as staff liaison to the OSIEA Board ensuring
    that all queries and requests are dealt with promptly;

  • Facilitate logistics for three board meetings
    annually, including meeting dates, book flights, hotels and other related
    travel arrangement and assist in preparation of board meeting agenda; take
    minutes at board meetings; facilitate honoraria, reimbursements and other
    related payments to vendors; and track board budget;

  • Take a lead in the creation and maintenance of all
    board documents, including the board books; electronic files;

  • Support the director’s office and the OSIEA board
    in the board recruitment and orientation process and board
    learning/development;

  • Serve as the OSIEA board liaison to OSF ensuring
    all queries and requests are dealt with;

  • Facilitate OSF’s global board engagement in the
    region including handling new board members’ orientation at OSF level.

Qualifications

  • Bachelor’s degree;

  • Professional qualifications in Project Management/
    Business management or relevant field;

  • At least 5 years’ experience gained working with
    governance boards from a reputable organization;

  • Basic knowledge of key human rights issues in the
    Eastern Africa region;

  • Basic experience in grant making;

  • Strong interpersonal and influencing skills and
    ability to work in a team oriented and collaborative environment;

  • Ability to write complex reports;

  • Excellent listening and communication skills with
    sensitivity to cultural communication differences;

  • Extraordinary initiative, creativity and capacity
    to think strategically;

  • Ability to maintain strict confidentiality and
    discretion in the course of work;

  • Proven administrative, analytical and problem
    solving skills;

  • Strong organizational skills and close attention
    to detail in order to produce high quality output;

  • Ability to plan, organize, coordinate and
    negotiate under pressure;

  • Ability to provide specialized advice and
    professional guidance to external contacts;

  • Integrity, diplomacy and professionalism will be
    essential.

How to Apply  

Suitably qualified
candidates should mail their resumes and cover letters to 
[email protected] by 11th
December 2020
.

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