Position Summary
Based in Nairobi, the purpose of this role is to provide an efficient, confidential and responsive administrative, organizational, and logistical support to the Director of Finance. This position serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the Director of Finance
Major Responsibilities

 Manage and maintain the Director of Finance’s diary
 Filter emails, highlight urgent correspondence and print attachments
 Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc
 Conduct weekly diary meetings with the Director of Finance to discuss upcoming engagements, invitations and other requests
 Schedule on behalf of the Director of Finance meetings between him and his direct reports, committees and groups to which he is a member
 Coordinate travel and accommodation requirements in connection with official engagements for the Director of Finance to match his requirements
 Tabulate and retrieve Director of Finance’s official expenditures and claims
 Filter general information, queries, phone calls and invitations to the Director of Finance by redirecting or taking forward such contacts as appropriate
 Manage the process of calling for briefing the Director of Finance from start to finish to ensure that he is fully prepared for all engagements
 Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Director of Finance
 Draft, type and dispatch all the Director of Finance’s correspondence
 Minute general meetings as required and complete research on behalf of the Director of Finance
 Keep and retrieve files
 Ensure guests meeting with the Director of Finance are well taken care of
 In addition to the above duties, the Administrative Assistant may be required to perform other related or unrelated duties based on the Hospital’s needs

Desirable skills, knowledge and experiences

 A Bachelor’s Degree in a relevant field
 Master’s degree in any field is an added advantage
 A minimum of five (5) years’ experience in administration/public relations roles at a senior level
 Demonstrable experience in an administration/executive assistant/PA role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts
 Experience of diary management/researching and booking of travel and accommodation
 Experience of successfully working with senior management
 Experience of working as an executive assistant in government or multinational private sectors will be an added advantage
 Must be proficient with the keyboard and IT applications; short-hand and excellent typing skills- Good computer literacy, speed and accuracy essential. (MS Office, Excel, PowerPoint)


Critical Competencies

 Bright, confident and presentable personality
 Attention to detail and deadlines
 Ability to filter information and assess priorities
 Ability to think ahead and anticipate needs before they arise
 Ability to exercise discretion in dealing with confidential or sensitive matters
 Excellent organizational skills
 Excellent communication skills, both verbal and written
 Professional telephone mannerisms
 Willingness to work in a Christian and multicultural environment
 Flexible and mature approach with ability to work unsupervised