MAIN PURPOSE OF THE JOB
a) To provide professional, confidential, secretarial/administrative support to the Chief Executive Officer through effective coordination and communication, for efficient planning, directing, managing and coordination of day-to-day organizational activities.

EDUCATIONAL QUALIFICATIONS
a) Honour’s degree in Secretarial Studies, information science or Business Studies.

JOB RELATED EXPERIENCE AND KNOWLEDGE
a) 3 years’ experience working as an Executive Assistant to a principal.
b) Experience in Customer Service Delivery.
c) Office Management experience.
d) Experience in working with Microsoft Office.
e) Reporting / Documentation/ Letter writing and records keeping experience.

KEY COMPETENCIES
a. Technical Competencies
i. Proven ability to develop strategic linkages, relationship management, partnerships and networks with Government Agencies, private sector actors, and Development Partners.
ii. Business intelligence and analytical skills.
iii. Excellent communication and report writing/documentation/drafting skills.
iv. Financial Knowledge.
v. Customer Care.
vi. Information Technology / Computer Skills.
vii. Planning and Organising skills.

b. Behavioral/Generic Competencies
i. Thoroughness/ Concern of Excellence.
ii. Result Orientation.
iii. Strategic Thinking.
iv. Personal Integrity.
v. Excellent interpersonal skills, with the ability to work in a team setting.
vi. Forward Thinking and Influencing.

JOB ACCOUNTABILITIES AND OBJECTIVES (DUTIES AND RESPONSIBILITIES)
Key Result Area: (What is the core area the job holder is accountable) Activities/Processes for each Key Result Area (KRA)

KRA 1: Maintain and Coordinate CEO’s Calendar
i. Maintain an up-to-date calendar for the CEO to ensure proper scheduling and management of activities, ensuring any changes to venue or time are brought to his/ her attention in good time.
ii. Develop and maintain an up-to-date contact list for the
iii. CEO’s business engagements.
iv. Organise facilities for business meetings in support of the CEO’s – book venues, plan for and provide logistics – equipment, stationery, refreshments, and other facilitation for Board Directors’ and Staff meetings.

KRA 2: Perform and provide Secretarial Duties and administrative support
Compose, review, proofread and/or, format correspondence – e-mails, letters, memos and other official documentation to or from staff, the Board, funders/ donors, strategic partners and other stakeholders for effective communication.
ii. Prepare minutes of CEO’s meetings ensuring that action lists are availed and followed up by relevant persons in a timely fashion.
iii. Provide printing and photocopying materials for CEO’s meetings/ activities.

KRA 3: Information and Communication management
i. Receive, open, sort and screen and prioritise all incoming written correspondence for the Managers to ensure distribution and follow up on any responses as appropriate.
ii. Dispatching outgoing mail as appropriate.
iii. Monitor the information flow from the CEO’s office ensuring that it is submitted to the correct destination.

KRA 4: Day to day running of the CEO’s office
Coordinate meetings .
Minute taking (when required).
Ensure briefs are provided for CEO before meetings/events/ trips.

KRA 5: Managing and prioritizing, screening calls, inquiries and monitoring CEO’s account emails, posts, emails and correspondences.
i. Call logs maintained.
ii. Diarize all meetings
iii. Outgoing mail book maintained for correspondences

KRA 6: Act as a liaison officer with external stakeholders like the Board members, Line Ministries, Managers, Donors, Stakeholders, among others.
Work with PR, QA and Marketing to build a joint contact list
ii. Maintain a database of all contacts for ease of reference by CEO’s office.

KRA 7: Perform duties as may be assigned by the CEO Be quick witted and knowledgeable of CEO’s businesses.

KRA 8: Managing the CEO’s calendar Screen, schedule, re – schedule and ability to prioritize work.

KRA 9: Ensure the CEO has relevant briefs for meetings, events and trips.
Work with departments and officers to ensure briefs are provided in time.

KRA 10: Data management and filling
i. Proper filling and coding of documents Use of registry (Not in existence at the moment)

KRA 11: Managing CEO’s welfare
i. Maintain office hygiene
ii. Ensure travel documents and preparation are in order prior to travel

KEY PERFORMANCE INDICATORS
a) Up to date Contact Database for all partners
b) Call log system in place
c) Briefing Templates for CEO
d) Up to date filing system