Saturday, 22 June 2013

Administrative Assistant at Shelter Afrique,Kenya

Shelter Afrique is a regional Housing Finance Institution established by African governments and the African Development Bank dedicated to investment in housing and urban development in African countries. 


Administrative Assistant 


Responsible to the Director Finance for providing effective secretarial support and performing routine clerical and administrative functions such as drafting letters and reports, drafting correspondence, scheduling appointments, organizing and maintaining files, retrieving documents as well as synchronizing and updating the office diary.
Description:
• Maintain effective communication channels with other departments as well as 

external organizations and individuals. 
• Prepare notes, draft correspondence type letters and reports including document 
binding in accordance with agreed instructions in English or French. 
• Respond to telephone inquiries, giving information to callers and routing calls to 
 appropriate officials and also placing outgoing calls in both English & French. 
• Receive official visitors to Directors office by ascertaining the nature of business and 
directing them accordingly. 
• Receive, sort, record and distribute mail, general correspondence and documents to 
appropriate officials. 
• Schedule appointments and screen requests for meetings, synchronize and update 
appointments for the Director. 
• Prepare both local and international itineraries; confirm travel, freight and hotel 
 reservations. 
• Locate and attach appropriate files to correspondence or queries as well as organize 
filing and retrieval systems. 
• Oversee proper maintenance, storage, retrieval of files and documents in order to 
ensure that they are accessible and secure 
• Organize meetings and conferences and accurately record proceedings of various 
 deliberations 
• Operate and maintain electronic office equipment and tools including word 
processing and photocopying machines, scanning and binding equipment 
• Monitor and track the progress of various assignments and regularly updating the 
Director and other members of staff on specific deadlines and problems. 

Requirements:
• Bachelors Degree in Office/ Business Administration, Secrétariat studies or other 
related studies 
• Computer Driving License backed by high level proficiency in computer keyboard 
operations and transcription skills (minimum 50 wpm typing skills) 
• Minimum three (3) years relevant experience preferably gained in providing support 
to top executive and senior management 
• Demonstrate high level of interpersonal, problem solving and conflict resolution skills 
• Proficiency and exposure to Oracle purchasing module as well as the French 
language is an added advantage 

Application Info:

The position is on general service terms and conditions of service. Shelter-Afrique offers competitive salary and benefits package and a collegial working environment. Applicants are invited to send their applications via email addressed to the Managing Director, Shelter-Afrique, and P.O. Box 41479, Nairobi 00100, Kenya 
Applicants should indicate “Application for Administrative Assistant” as the subject line of their email submissions which shall be considered until C.O.B 19th June 2013.

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