Background information about the job or company

Flexi Personnel Ltd is a HR Company that was founded in 2008. It is currently the fastest growing HR firm in Kenya offering a wide range of services including Headhunting and Executive selection, Outsourced Labor management, HR Outsourcing, Outsourced Payroll Management, HR consultancy, Psychometric Assessments and Expatriate Services and relocation support....

Responsibilities or duties

The jobholder supports the work of the Administration and Finance team and/or ensures receptionist functions in the Office. The jobholder commits to strict confidentiality, and s/he will be responsible for the following tasks, among others:

• Follows and registers incoming correspondence and communications from the team members. Ensures that replies are sent in a timely manner. Keeps record of all mail sent and all documents given for signature and/or information to the EU Delegation.
• Drafts standard and administrative correspondence. Corrects written materials prepared by other staff members as regards format and spelling. Photocopies and collates documents as requested.
• Creates and maintains the filing and reference systems in conformity with the criteria applicable under various procedures.
• Ensures efficient and effective internal and external communication.
• Helps in scheduling meetings.
• Maintains the stock, distributes stationery supplies, and updates the stock cards, as appropriate.
• Monitors all visitors to the office, issues identification cards to them, and directs them to the relevant staff/meeting room as appropriate.
• Manages and operates the central switchboard, answering the telephone, responds to routing requests for information.
• Receives, registers and dispatches all office communication by ARES, email, post, diplomatic pouch, express airmail and telephone.
• Updates office the staff contact list on a regular basis and circulates it to all staff.
• Follows up the staff planning table (staff annual leave, sickness, unjustified absences, training) and prepares monthly reports
• Follow up on protocol issues (visa requests, travel permits, stay permits, car registrations, etc) in the absence of the protocol officer.

Qualifications or requirements

Education: Minimum of a Diploma in Secretarial and/or Administration.

Knowledge and experience:

• Minimum 3 years of relevant experience in similar position.
• Previous experience in an NGO, a donor or a national/international organisation is an advantage.
• Experience in handling protocol matters.
• Good communication and drafting and skills.
• Ability to work in a multicultural environment.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Languages:

• An excellent command of English (written and oral) is required.
• An excellent knowledge of Swahili.
• Knowledge of French is an asset.

Required Competencies:

• Working and communicating effectively with people: ability to communicate, support and work effectively with colleagues and teams to achieve collective goals. Building and maintaining excellent relationships with colleagues and partners.
• Achieving impactful results and quality: ability and commitment to organise and perform the job to the highest standards, delivering consistent results and striving for quality assurance.
• Understanding of the humanitarian and DG ECHO way of working: ability to support DG ECHO's mandate, strategies and operations, to ensure policy compliance and in particular the correct use of the Key Results Indicators (KRIs), and to ensure DG ECHO's visibility. Ability to ensure the correct application of DG ECHO guidelines and procedures in all the decisions taken.
• Demonstrating exemplary attitudes and behaviours: commitment to act in line with DG ECHO and humanitarian values, demonstrating the required and exemplary attitudes necessary for the Field Network.

• Follows and registers incoming correspondence and communications from the team members. Ensures that replies are sent in a timely manner. Keeps record of all mail sent and all documents given for signature and/or information to the EU Delegation.
• Drafts standard and administrative correspondence. Corrects written materials prepared by other staff members as regards format and spelling. Photocopies and collates documents as requested.
• Creates and maintains the filing and reference systems in conformity with the criteria applicable under various procedures.
• Ensures efficient and effective internal and external communication.
• Helps in scheduling meetings.
• Maintains the stock, distributes stationery supplies, and updates the stock cards, as appropriate.
• Monitors all visitors to the office, issues identification cards to them, and directs them to the relevant staff/meeting room as appropriate.
• Manages and operates the central switchboard, answering the telephone, responds to routing requests for information.
• Receives, registers and dispatches all office communication by ARES, email, post, diplomatic pouch, express airmail and telephone.
• Updates office the staff contact list on a regular basis and circulates it to all staff.
• Follows up the staff planning table (staff annual leave, sickness, unjustified absences, training) and prepares monthly reports
• Follow up on protocol issues (visa requests, travel permits, stay permits, car registrations, etc) in the absence of the protocol officer.

• Good communication and drafting and skills.
• Ability to work in a multicultural environment.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

• Minimum of a Diploma in Secretarial and/or Administration.
• Minimum 3 years of relevant experience in similar position.
• Previous experience in an NGO, a donor or a national/international organisation is an advantage.
• Experience in handling protocol matters.
• An excellent command of English (written and oral) is required.
• An excellent knowledge of Swahili.
• Knowledge of French is an asset.