ATS - Applicants Tracking System

Simply Intuite.

Project Assistant Secretary

Contract Kenya, Nairobi Posted 24/04/2023, 10 months ago

Industry: Goverment

Role: Administration

Salary Range: Confidential

Closing: 28/04/2023

Client: Confidential

Location: Nairobi.

Our client Japan International Cooperation Agency (JICA) Urban Water Advisor (hereinafter referred to as the Advisor) is seeking a capable and enthusiastic Project Assistant. The Project Assistant will provide administrative assistance to the Expert and/or to JICA Kenya Office to ensure that routine services and activities within the administrative domain are properly implemented.

Duties and key responsibilities:

  • Arrange appointments/meetings both internal and external, some involving high ranking officials and record minutes of meetings when required.
  • Maintain hard and electronic office files and records; classify materials relating to a variety of topics.
  • Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all administration procurements and disposal of JICA project property are done and recorded accurately.
  • Make copies of documents as well as collect necessary data and information when assigned by the Advisor.
  • Receive, review, sort and distribute all incoming and outgoing correspondence.
  • Draft routine correspondence, memoranda, reports
  • Draft documents and presentation materials necessary for external meetings and public relations.
  • Take notes at meetings as and when required.
  • Assist the Advisor in conducting collecting information, meetings, workshops, and trainings.
  • Make necessary logistic arrangement for business trips.
  • Assist and accompany the Advisor for business trips, when and if necessary.
  • Assist the Expert in handling financial management and procurement work, including collecting necessary quotations and bills, making payments, and keeping accounting records.

Desirable Skills and Qualifications:

  • A Bachelor’s degree or equivalent in a related field.
  • Minimum Five (5) years’ working experience with public sector and/or international organizations.
  • Proven work experience (more than three (3) years) as a Program Assistant/Secretary or similar roles with JICA projects or with other donors is desirable.
  • Well experienced with office management softwares like MS Office (MS Excel, MS Word, and MS PowerPoint) and web-based communication/scheduling tools (WhatsApp / Teams/ Zoom etc).
  • Excellent written and verbal communication skills in English.