Position: Team Assistant-Secretary

Industry: Banking

Report to: Implementation Support Manager

Location: Nairobi, Kenya

Our client a Multilateral Development Bank, is seeking to recruit a Team Assistant-Secretary. The successful candidate will be responsible for providing secretarial, administrative and general office support to the AHHD Division.

Duties and Responsibilities

Under the overall administrative authority of the Manager, Implementation Support Division, in RDGE, the main responsibilities of the Team Assistant/ Secretary will be to:

• Ensure quality of documents (letters, and memos) requiring the Director General’s approval and /or signature.
• Draft letters and other correspondence for Division Manager’s approval and or signature as and when required.
• Respond to routine requests for information and manage the Division Manager’s incoming calls and mails.
• Receive and screen all correspondence, forward to respective staff for action and follow up on action points and annotations from the Division Manager to the Task Managers within the Department.  
• Coordinate and monitor multiple and diverse work processes and activities to ensure that management decisions are properly carried out and products are delivered in a timely manner.
• Be accountable for the smooth operation of the office work, support work and related systems within the office by organizing and coordinating workflow within the Division.
• Filing of letters and other correspondence, projects and documents in their respective files at the Manager’s office.
• Coordinate flight bookings for staff in the Division as per the travel policy. Create missions for per diem processing and process claims in SAP.
• Organize internal/Division meetings, by coordinating room allocation, ensure provision of tea and refreshments as per need, welcome and register participants, seek security clearance for visitors, taking note of high-level engagements that require Protocol Assistance.
• Organize external meetings, workshops, training, conferences and seminars, by soliciting quotations from hotels and venues; Evaluating and recommending the best bidders and, following up on necessary approvals; Follow up on signing of contracts by both parties; prepare workshop materials, printing programme /agenda, presentations; sending out invitations and making follow up on confirmations.
• Provide logistical support during workshops and events by setting up of banners, managing registration desks, signing and reconciling meal vouchers/bills, making per diem payments and reconciling final bills and accounts for further processing of payments by Finance.
• Make accommodation arrangements for Division staff and other staff on mission to Kenya.
• Process recruitment of Consultants in DACON-SAP following through the whole recruitment process in the system and ensuring availability of consultancy documents.
• Provide back up for colleagues on leave as and when required.  Assist in answering telephone phone      calls, receiving and dispatching mail both locally and internationally.

• Perform any other tasks as may be assigned.

Requirements (including desirable skills, knowledge and experience)

• At least a Bachelor’s degree or its equivalent in Business Administration, Commerce, Management or any other relevant fields.
• At least five (5) years of relevant experience.
• Confidential and diplomatic.
• Excellent written and verbal communication skills.
• Excellent organizational and interpersonal relation skills.
• Ability to prioritize tasks and manage time effectively.
• Good knowledge of the standard software (MS Word, Excel, Access and Power Point)
• Knowledge in the use of SAP software will be an added advantage.
• Proven ability to work effectively in a team-oriented, multi-cultural environment and to function effectively as a member of various groups. 

Terms of Employment 

The Team Assistant/Secretary will work on a full-time basis in the Bank’s premises on a short-term contract for an initial period of 3 months. The contract may be renewed based on satisfactory performance, continued need for the role and/or budget availability.