Executive Assistant

Job Position:  EXECUTIVE ASSISTANT
 

Job Description

Qualification required: Capable of working independently with strong prioritizing, daily team management and organizational skills.

Minimum experience: Minimum of 10 years’ experience of relevant administration assistance.

Accountabilities: Contribution to smooth and effective running of the organizational project in all matters highlighted in the service description.

Responsibilities:

  • General assistance to all organization Project team members in their day-to-day activities.
  • Management of all GM’s tasks (agenda, time sheets, travel arrangements, expense reports.
  • Main travel coordinator for all local and expat staff in liaison with the HSE Officer for the Journey Management.
  • Planning and organizing internal and external meetings, seminars, workshops and social events (dinners, cocktails, exhibitions, etc.).
  • Take, prepare, distribute & file minutes of meetings as required.
  • Assist in the preparation of internal and external presentations as well as distributions of reports as required
  • Proactively anticipate needs for meetings and office requirements (e.g. food and beverages, office supplies, calls for maintenance, updating of various lists, etc.).
  • Pick-up and distribution of mail.
  • Setup meetings and appointments with local government entities and representatives as well so other external stakeholders to the project.
  • Coordinate all issues pertaining to expatriate settlement into the country (visas, permitting, housing arrangements, utilities follow up in the various housings, etc
  • Set up a filing system for all documents that require formal conservation (invoices, leases, official letters sent & received, etc.).
  • Coordinate the deployment of IT equipment (PC, screens, printers, phones, SIM cards, etc.) with the IT team.
  • Coordinate & manage the office carpool and drivers in liaison with Safety and Security Managers as required.

Requirements:

  • Proactive in anticipating Management needs.
  • Capable of handling relevant IT tools (MS Office Suite and other specific tools as required).
  • Good interpersonal skills.
  • Preferably be of Swahili mother tongue with excellent fluency in English (speaking and writing)
Contact E-mail:  [email protected]
Application Deadline:  02 Jan 2021




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