Background

KenGen Staff Retirement Benefits Scheme is a Retirement Benefits Scheme that is responsible for providing retirement benefits to permanent and pensionable employees of KenGen PLC upon their retirement or withdrawal from service and to their dependents in the event of death in service. The Scheme is registered with the Retirement Benefits Authority and has...

Purpose of the Job

The position is responsible for providing executive support services in the day-to-day running of the Executive Office while working closely with staff and managers of KSRBS.

Main Duties and Responsibilities

Operational Roles and Responsibilities

• Manage the CEO and Trust Secretary’s diary and email account and ensure the calendar, appointments, meetings, travel and deadlines are well organized and maintained;
• Ensure the CEO and Trust Secretary’s office is equipped and clean at all times;
• Facilitate the Executive Office’s business including arranging meetings, briefings and receiving visitors;
• Organize briefings and meetings on behalf of the CEO and Trust Secretary and maintain records of the meetings with staff, media and other stakeholders;
• Arrange and co-ordinate travel and accommodation requirements and ensuring all the necessary arrangements and itinerary are in place for the CEO and Trust Secretary’s commitments;
• Filter general information, queries, telephone calls and invitations to the CEO and Trust Secretary by redirecting or taking forward such contacts as appropriate;
• Conduct weekly diary meetings with the CEO and Trust Secretary to discuss upcoming engagements, invitations and other requests;
• Maintain smooth communication between the CEO and Trust Secretary’s office and internal departments while demonstrating leadership in maintaining credibility, trust and support with management staff;
• Prioritize conflicting needs, handling matters expeditiously, proactively, and following through on projects and relevant assignments to successful completion within deadlines;
• Draft, edit, and ensure precision and delivery of reports, correspondence and communications from the CEO and Trust Secretary’s office.
• Arrange logistics and planning for Board meetings in liaison with the CEO and Trust Secretary;
• Work with managers and section heads to ensure that department specific Board papers are prepared and circulated well in advance for Board meetings as required;
• Maintain and update key information and contacts regarding the Board and strategic relationships for the CEO and Trust Secretary’s office and the organization in general
• Manage and ensure the efficient filing, documentation, safe custody and retrieval of the CEO and Trust Secretary’s records with due classification concerning confidentiality and archival value;

Key Result Areas

The job holder’s accountability areas are outlined as follows;

• Delivery of quality administrative services to the Executive Office
• Effective communication and maintenance of relationships in the Executive office
• Efficient coordination of meetings in the CEO and Trust Secretary’s office
• Efficient management of files in the CEO and Trust Secretary’s office
• Efficient management of Board matters as assigned

Knowledge and Skills Required

The job holder must possess;

• A Bachelor’s degree in Business Management or a related discipline from a recognized university.
• A minimum of seven (7) years’ experience in a similar position.
• A certification from the Institute of Certified Secretaries (ICS) is an added advantage.
• Knowledge of administrative and clerical procedures and systems such as managing files and records, transcription, designing forms, and other office procedures.
• Ability to work independently with minimum supervision.
• Commitment to operational effectiveness.
• Ability to solve problems by applying relevant business knowledge.
• Professional expertise in the relevant work area.
• Ability to communicate for both written and oral communication.
• Ability to work under pressure.
• Have a high level of integrity and confidentiality.

• Manage the CEO and Trust Secretary’s diary and email account and ensure the calendar, appointments, meetings, travel and deadlines are well organized and maintained;
• Ensure the CEO and Trust Secretary’s office is equipped and clean at all times;
• Facilitate the Executive Office’s business including arranging meetings, briefings and receiving visitors;
• Organize briefings and meetings on behalf of the CEO and Trust Secretary and maintain records of the meetings with staff, media and other stakeholders;
• Arrange and co-ordinate travel and accommodation requirements and ensuring all the necessary arrangements and itinerary are in place for the CEO and Trust Secretary’s commitments;
• Filter general information, queries, telephone calls and invitations to the CEO and Trust Secretary by redirecting or taking forward such contacts as appropriate;
• Conduct weekly diary meetings with the CEO and Trust Secretary to discuss upcoming engagements, invitations and other requests;
• Maintain smooth communication between the CEO and Trust Secretary’s office and internal departments while demonstrating leadership in maintaining credibility, trust and support with management staff;
• Prioritize conflicting needs, handling matters expeditiously, proactively, and following through on projects and relevant assignments to successful completion within deadlines;
• Draft, edit, and ensure precision and delivery of reports, correspondence and communications from the CEO and Trust Secretary’s office.
• Arrange logistics and planning for Board meetings in liaison with the CEO and Trust Secretary;
• Work with managers and section heads to ensure that department specific Board papers are prepared and circulated well in advance for Board meetings as required;
• Maintain and update key information and contacts regarding the Board and strategic relationships for the CEO and Trust Secretary’s office and the organization in general
• Manage and ensure the efficient filing, documentation, safe custody and retrieval of the CEO and Trust Secretary’s records with due classification concerning confidentiality and archival value;

• Knowledge of administrative and clerical procedures and systems such as managing files and records, transcription, designing forms, and other office procedures.
• Ability to work independently with minimum supervision.
• Commitment to operational effectiveness.
• Ability to solve problems by applying relevant business knowledge.
• Professional expertise in the relevant work area.
• Ability to communicate for both written and oral communication.
• Ability to work under pressure.
• Good working knowledge in the use of MS Office packages.
• Have a high level of integrity and confidentiality.

• A Bachelor’s degree in Business Management or a related discipline from a recognized university.
• A certification from the Institute of Certified Secretaries (ICS) is an added advantage.