I Choose Life – Africa (ICL) is one of the leading Non-Governmental Organizations that has contributed greatly to HIV prevention efforts among the youth in Kenya today. The organization works closely with the government, universities and communities and has programs in over 210 institutions (tertiary institutions and high schools) across 23 Counties in Kenya and reaches over 1 million youth annually with behavior change communication messages.
ICL's vision is to see a ‘Healthy Africa, Empowered People!’ ICL's mission is to create a movement of individuals that enhance the quality of life for communities through health initiatives, economic empowerment, academic & career mentoring and improved leadership & governance. The organization has programs around five pillars:Health, Education, Economic Empowerment and Leadership & Governance and Institutional Strengthening (HEEL).
Job Purpose
The purpose of this job is to provide support to the Chief Executive Officer, management and the organization through discharging secretarial and administrative duties and activities.
Key Responsibilities
- Providing quality secretarial and support services to the Chief Executive Officer.
- Maintaining confidentiality and integrity of correspondence in the Office by drafting letters and documents, collecting and analyzing information and initiating communication.
- Maintaining the CEO appointment schedules and diary by planning and scheduling meetings, conferences, teleconferences, and making local and overseas travel arrangements
- Prepare and modify documents including correspondence, reports, drafts and emails
- Maintain all calendars/diaries, schedule appointments and take responsibility for meeting room management and ensure that the team members are well prepared
- Handling all incoming and outgoing correspondence including e-mails, general correspondence and other communication,
- Drafting of letters, presentations, minutes and reports as directed by the CEO
- Processing visa applications and renewals for passports for the CEO
- Facilitating and coordinating Executive Team meetings including senior management team meetings with the CEO
- Co-ordinate all pertinent travel arrangements for the team and external partners including booking of hotels, flights and other associated arrangements
- Coordinate all ICL Board Relations including Board Orientation, Board Meetings and minutes and all Board correspondence as directed by the CEO
- Provide support to program staff in organizing workshops, trainings and conferences
- Maintaining of an accurate filing and record system including organization’s electronic inventory
- Maintain an adequate inventory of office stationery supplies
- Ensure that office cleanliness and hygiene are maintained
- Take minutes during and keep board meeting records
- Handle and distribute all incoming and outgoing correspondences
- Handle requests for information and data including file location, retrieval from Registry and closing files
- Any other duties that the job holder may be asked to do from time to time
Requirements
- A minimum of a degree in communication & marketing, PR or customer relations
- A diploma/certificate in secretarial studies, customer relations will be an added advantage
- Demonstrated high skill level in MS Office
- Must have at least three (3) years’ experience preferably in PA, secretarial/admin role
- Exceptional interpersonal and communication skills (both written & spoken)
- Attention to detail and able to work with minimum supervision
- Must have flexibility, initiative and be reliable
- Effective time management and organizational skills
- ·igh level of integrity, tact and confidentiality
HOW TO APPLY:
Kindly visit our career page on www.ichooselife.or.ke and apply online by Thursday 25th June 2015.
