Team Assistsnt- Secretary at Flexi-Personnel

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.