Marie
Stopes Kenya is an NGO registered in Kenya. We are affiliated to Marie Stopes
International.
Together we
deliver safe abortion, quality sexual and reproductive health care and family
planning to millions of the world's poorest and most vulnerable women. We want
to make sure that women have a choice when it comes to having children and that
death by unsafe abortion is reduced.
Job Title: Executive Assistant to CD
Location: Nairobi
Reporting
to: Country
Director
Probationary
Period: 3 months
The
Executive Assistant plays a pivotal role in the Country Director’s Office. The
job holder provides comprehensive administrative, logistical, communication and
technical support to the Country Director and Country Management Team (CMT)
The strategic purpose of the Country Director’s office is to provide leadership and direction to ensure MSK’s vision and mission is being achieved through the implementation of the organization’s strategy.
The primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE
The strategic purpose of the Country Director’s office is to provide leadership and direction to ensure MSK’s vision and mission is being achieved through the implementation of the organization’s strategy.
The primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE
The post holder commits to and is held accountable to Marie Stopes International global core values: mission driven, customer focused, results orientated, Pioneering, Sustainable, people centered
Key Responsibilities
1. Provide
efficient Administration and Communication support to the office
2. Provide
Logistical and Technical support to the Country Director
3. Maintain
interactions with internal and external stakeholders
Measures
- Admin
support to CD and CMT effectively maintained
- Effective
communication between management and team
- Effective
communication with stake holders maintained
Provide efficient Administration and Communication support to
the office
Activities Include:
- Maintain
and efficient work diary for the CD and ensure appointments and meetings
are well organized and coordinated and timed
- Manage
and organize meetings for CD and CMT , coordinate availability dates
- Facilitate
and take minutes for CMT and other meetings as instructed and
distribute any follow up actions
- Ensure
relevant reports, agenda and other information is provided and
communicated to various levels of management
- Track
and monitor the CD’s department budget.
- Facilitate
any external events or conferences as requested by the CD
- Coordinating
documentation to CD’s office requiring signature.
- Maintain
files related to the Board and all governance issues in conjunction with
Director Corporate Services
- Support
responses in writing to any correspondences relating to policy and
sensitive matters
Measures
- Coordinated,
timed meetings
- Minutes
of meeting recorded and filed
- Information
available
- Clear
records of expenditures
- Files
available
Provide Logistical and Technical support to the Country Director
Activities Include:
Activities Include:
- Manage
all travel arrangements (visa, hotel, flights etc) and ensure CD is fully
informed of those plans
- Provide
logistics for seminars and conferences are instructed by CD
- Conduct
research for reports, briefings and correspondence for presentation as
instructed by CD
- Reconciliation
of CD’s monthly credit card statement and travel requisitions for
submission to finance department.
Measures
- Coordinated
travel
- Report
findings and presentations available
- Filed
records
Maintain interactions with internal and external stakeholders
Activities include:
Activities include:
- First
point of contact of CD in her absence, assessing priorities and
redirecting mail as necessary
- Managing
correspondence between donors, partners, other stakeholders and CD. Ensure
that good public relations is maintained
- Promote
cooperate image by professionally representing CD internally and
externally and consistently exhibiting the attributes of MSK as an
organization
- Representing
in fora and meetings with affiliates for which the CD is a member
e.g ANMA ( Africa network for medical abortion etc.)
- Develop
a data base of key contacts
Measures
- Accurate
communication
- MSK
brand understood internally and externally
- Contacts
available
Skills and Experience
Qualifications:
Qualifications:
- Degree
in Business Administration, Social Sciences, Human Resource or any related
field
- Master’s
degree will be an added advantage
Experience:
Qualifications
Qualifications
- At
least 3 years’ experience of program support in busy INGO
- Knowledge
of donor funded programmes management.
Skills:
- Excellent
interpersonal/communication skills – both oral and written
- Excellent
Analytical and organizational skills
- Proven
ability to interpret verbal, written and numerical data
- Proven
ability to ‘sell’ ideas, concepts
- Negotiation
skills
- Content
design skills
Attitude / Motivation:
Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
There are
13 key behaviours that MSI encourages in all employees and they are defined
below:
Initiative
- Thinking
ahead and taking action to make the most of opportunities by finding the
optimum solution
Innovative
- Thinking
creatively and outside of the box so that ideas generated create a
positive outcome
Effective Communication
- Communicating
through active listening and good questioning techniques, using appropriate
body language, ensuring information is clear and concise.
Responsive
- Being
responsive to changing priorities and demands
Working Efficiently
- Planning,
prioritising and organising work to ensure work is accurate and deadlines
are met
Sharing Information
- Sharing
information and knowledge whilst maintaining confidentiality
Focus on Learning
- Taking
responsibility for keeping knowledge and skills updated and for seeking
opportunities to develop further
Commitment
- Awareness
and understanding of goals, vision and values and how your role impacts on
this and going the extra mile to meet role requirements
Driven
- Drive
and determination to deliver results
Accountable
- Taking
responsibility for appropriate decisions that you make, and the actions
and behaviour you demonstrate
Embracing Change
- Openness
to embracing change within the organisation and being able to adjust
plans/activities accordingly
Motivated
- Motivation
towards achieving quality results to maximise potential
Team Player
- Working
as part of a team by being supportive, flexible and showing respect for
each other
How to Apply
Applications quoting the position title with detailed CV, with contact details of 3 referees including their email addresses (1 of which should be your immediate supervisor, 1 former supervisor and 1 any other not relatives) should be submitted to recruitment@sheerlogic.co.ke on or before 10th May 2016.
Applications quoting the position title with detailed CV, with contact details of 3 referees including their email addresses (1 of which should be your immediate supervisor, 1 former supervisor and 1 any other not relatives) should be submitted to recruitment@sheerlogic.co.ke on or before 10th May 2016.
Only shortlisted candidates will be contacted
NB: Please clearly indicate in the subject line as “Executive Assistant to CD”
