Program/Administrative Assistant Job at Human Capital Synergies Africa Ltd… See details on how to apply for the opportunities available at Human Capital Synergies Africa Ltd.
Descriptions;
Human Capital Synergies (HCS) Africa is a Nairobi (Kenya) based, human resources professional services provider
RESPONSIBILITIES:
- Provide direct executive-level administrative support to the Regional Director, ARO, including managing of correspondence, scheduling and coordination of meetings, keeping RD’s and ARO’s calendar of events/meetings, drafting agenda, preparing program documents, and managing/closing follow up tasks.
- Organize travel/meeting plans with internal staff and external stakeholders, developing detailed itineraries, and managing logistics related to the travel schedule/meeting including agenda scope and briefing materials. S/he will also ensure that travel/cash advances and expense reports are prepared for and processed in a timely manner.
- Coordinate program activities across country teams and with other departments to maintain action lists and follow-up, managing correspondence and work flow, and compiling briefings and reports on time.
- Organize and schedule office and team activities.
- Gather information for internal communications, grant/administrative reports, regional notes, and team updates.
- Compile, verify and organize materials for trips, events, and reports.
- Manage special projects, including international events planning and execution.
- Create reports, presentations, or other data as requested
- Maintain database and contacts of key collaborators
- Facilitate translation of documents from French/Spanish to English as the need arises.
- Take meeting notes and share them with the Regional Director and all relevant colleagues for follow up actions/closure in a timely manner.
- Any other duties that may be assigned from time to time by the Regional Director, ARO.
KNOWLEDGE, SKILLS AND ABILITIES (KSAS):
Education:
Bachelor’s degree in Business Administration or any related field, from a recognized university.
Experience:
- Five years of demonstrable administrative experience.
- Experience working with grant-driven organizations preferred. Good understanding of best practices in procurement necessary.
- Highly organized and self-motivated self-starter who demonstrates a sense of ownership, willingness to take initiative, and prioritize with minimal supervision.
- Ability to communicate effectively across cultures.
- Detail- and process-oriented with excellent time management and project management skills, and the ability to handle multiple projects and tasks simultaneously.
- Fast learner and proactive thinker, able to anticipate needs and take action without requiring detailed instruction for routine responsibilities, and with a natural tendency to propose solutions along with anticipating and identifying problems.
- Strong analytical and decision-making skills.
- Ability to maximize technology and other resources to ensure coordination among geographically diverse teams with proficiency in Google (Gmail, Calendar Apps) and Microsoft Office (Word, PowerPoint and Excel abilities).
- Fluency in oral and written English is essential; fluency in oral and written French would be an added advantage.
- Knowledge of diverse groups and sensitivity and appreciation of cultural differences is essential; experience living and working in a developing country or for an organization engaged in international work is desirable.
- This role requires candidates with high level of confidentiality and who have discretion.
