The European Union Delegation to the Republic of Kenya is looking to appoint a Senior Secretary to the Head of Operations.
This is a Local Agent position in Grade III.
Overall Purpose
This is a Local Agent position in Grade III.
Overall Purpose
- To assist the Head of Operations with performing his/her functions.
- To work closely with the Policy, Monitoring and Evaluation Assistant.
Main responsibilities
- Co-ordinate at Delegation level and/or respond to consultations;
- Analyse and sort letters/notes/messages for their urgency and consider and/or propose and/or plan action where required; manage out-going correspondence from Head of Operations’ Office
- Filing and archiving of documents; keep files/notes/messages for both incoming and outgoing correspondences;
- Keep track of pending Head of Operations’ Office and Operations group internal issues, co-ordinate and induce follow-up;
- Logistic arrangement and Administrative issues for Head of Operations as required;
- Arrange logistics for visitors and meetings, including the agenda;
- Compile and interpret answers received by Operations into a coherent and well structured document/table/database;
- Assist in project/programming monitoring, management and administration where relevant;
- Convert speeches into fluent speaking language;
- Organise meetings/seminars and prepare concise minutes
- Follow-up on action points and ensure coherence in their implementation;
- Provide backstopping for the Policy, Monitoring and Evaluation Assistant;
- Back up for section’s secretaries.
Required Qualifications
- Degree in Business Administration or Diploma in Secretarial Studies;
- At least 8 years post graduate working experience as a Senior Secretary or Administrative Assistant; of which 2 years in an International Office Environment. Knowledge of development assistance agencies advantageous.
- Personal effectiveness in working in a team, performing in meetings, and human relations in a multicultural environment;
- Excellent knowledge of written English (working language). French an added advantage;
- Excellent IT skills (Excel, Word, PowerPoint….)
- Excellent oral and written communication and good presentation skills and ability to develop and maintain networks of contacts;
- Proven ability to build and maintain positive working relationships with colleagues, national counterparts, donor agencies, other stakeholders and ability to adapt well in a multi-cultural environment;
- Proven analytical capacity, ability to identify needs and constraints, to set priorities and translate them into action; capacity to pursue solution oriented approach;
- Personal initiative and ability to work independently, to focus on priorities, to monitor and evaluate progress and to meet deadlines;
- Open, flexible personality; able to motivate and be a team player;
- A high degree of integrity and the ability to deal with confidential information is required.
The contract is for an unlimited duration with provident and medical cover, subject to a six month probationary period.
Applications and detailed CV’s of interested candidates should reach the Delegation latest by 17 February 2010, 16hrs00 and should be addressed as follows:
The Head of Administration,
European Union Delegation to the Republic of Kenya,
Union Insurance House,
Ragati Road,
P.O. Box 45119, 00100
Nairobi, Kenya
Only Short-listed Candidates will be contacted
