Key Responsibilities

Serve as the first point of contact for visitors, partners, donors, consultants, and other stakeholders, ensuring a professional and welcoming office environment.

Manage the CEO's calendar, appointments, meetings, travel arrangements, and daily schedule.

Screen and manage incoming calls, emails, correspondence, and visitors, ensuring timely responses and appropriate follow-up.

Draft, edit, and manage correspondence, reports, presentations, speeches, briefing notes, and other executive documents for the Chief Executive Officer.

Coordinate domestic and international travel, accommodation, itineraries, and other logistics for the CEO.

Receive, record, dispatch, and track incoming and outgoing mail, courier services, and official correspondence.

Support communication and coordination between the CEO, Board members, staff, donors, government agencies, and external stakeholders.

Monitor and follow up on assignments and deadlines issued by the CEO to ensure timely implementation.

Manage office supplies, stationery, and front office inventory while ensuring an efficient and organized reception area.

Support procurement and general administrative processes in accordance with organizational policies.

Assist in maintaining an effective filing and records management system.

Uphold confidentiality and exercise discretion in handling sensitive organizational information.

Perform any other executive support and administrative duties assigned by the CEO

Qualifications

Bachelor's Degree in Business Administration, Office Administration, Public Administration, Secretarial Studies, Communications,Social Sciences or a related field.

At least two (2) years' relevant experience providing executive or administrative support, preferably in the NGO or development sector.

Excellent written and verbal communication skills in English and Kiswahili.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.

Excellent organizational, planning, and time management skills.

Strong interpersonal skills and the ability to engage professionally with diverse stakeholders.

High level of integrity, professionalism, and confidentiality.

Ability to multitask, prioritize work, and meet deadlines with minimal supervision

• Serve as the first point of contact for visitors, partners, donors, consultants, and other stakeholders, ensuring a professional and welcoming office environment.
• Manage the CEO's calendar, appointments, meetings, travel arrangements, and daily schedule.
• Screen and manage incoming calls, emails, correspondence, and visitors, ensuring timely responses and appropriate follow-up.
• Draft, edit, and manage correspondence, reports, presentations, speeches, briefing notes, and other executive documents for the Chief Executive Officer.
• Coordinate domestic and international travel, accommodation, itineraries, and other logistics for the CEO.
• Receive, record, dispatch, and track incoming and outgoing mail, courier services, and official correspondence.
• Support communication and coordination between the CEO, Board members, staff, donors, government agencies, and external stakeholders.
• Monitor and follow up on assignments and deadlines issued by the CEO to ensure timely implementation.
• Manage office supplies, stationery, and front office inventory while ensuring an efficient and organized reception area.
• Support procurement and general administrative processes in accordance with organizational policies.
• Assist in maintaining an effective filing and records management system.
• Uphold confidentiality and exercise discretion in handling sensitive organizational information.
• Perform any other executive support and administrative duties assigned by the CEO

• Excellent written and verbal communication skills in English and Kiswahili.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Excellent organizational, planning, and time management skills.
• Strong interpersonal skills and the ability to engage professionally with diverse stakeholders.
• High level of integrity, professionalism, and confidentiality.
• Ability to multitask, prioritize work, and meet deadlines with minimal supervision

• Bachelor's Degree in Business Administration, Office Administration, Public Administration, Secretarial Studies, Communications,Social Sciences or a related field.
• At least two (2) years' relevant experience providing executive or administrative support, preferably in the NGO or development sector.