Administrative Assistant- Kenya Country Director’s Office at PATH

Responsibilities

Administrative Support – 50%

• Support with executing HUB meetings, coordinate virtual meetings with staff, support communication during meetings, and share information to promote learning.
• Support with preparation of Board meetings
• Track and ensure actionable items of the agenda are followed and appropriately reported.
• Administrative and project-based assignments including scheduling and logistics of travel, coordinating and arranging meetings, handling information requests, preparing reports, correspondence and liaising with internal and external clients as needed for tasks linked to the Director’s office.
• Preparation of meeting documentation including agenda items and capturing meeting minutes
• Provide regular consolidated briefs and updates to the Kenya Country Director.
• Act as lead planner and coordinator for country level events linked to the Director’s Office.
• Facilitate the development of presentation materials and serve as writer, editor, and proofreader.
• Coordinate and Collate information for the Hub Director’s office e.g., project reports
• Prepare itineraries and manage schedules for Executive Team members visiting the Kenya country program
• Perform other duties as required by the Kenya Country Director

Travel and Events Planning – 50%

• Assist in the planning of workshops, trainings, meetings and other events.
• Assist in arranging travel and hotel bookings for PATH local and international staff, consultants and partners.
• Assist in visa application for both local and visiting staff and preparation of invitation letters as needed.
• Assist in verification, review and reconciliation of invoices received from the travel agent, hotels and other vendors, and assist in the registration of those invoices in ERP system.

Requirements and Qualifications

• Diploma or Bachelor’s degree in a relevant field with experience in communications.
• Five (5) years of experience providing administrative support, and managing communications, with an added advantage for those with senior leadership support and board experience.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
• Experience scheduling appointments and updating calendars.
• Excellent written and verbal communication skills
• High level of professionalism and discretion in undertaking of duties
• Ability to multitask.
• Excellent time management and prioritization skills
• Comfortable in a fast-paced environment with multiple tasks and projects
• Able to organize and manage large amounts of tasks, schedules, and information
• Self-directed and able to work without supervision
• Energetic and eager to tackle new projects and ideas
• A great researcher and effective writer with ability to use business language
• Initiative driven and not afraid to speak up and make recommendations for a different approach or suggestions.
• Developed self-awareness, ability to work and collaborate with results driven multi-cultural teams.