Shelter Afrique Admin Assistant Job

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.

The current shareholding comprises 42 African countries, the African Development Bank and the African Re-Insurance Corporation.

The institution, with its headquarters in Nairobi, Kenya, invites applications from suitably qualified individuals who are nationals of its member countries to fill the following vacant position:

Job Title: Administrative Assistant 

Responsible to 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.

Job 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 both English & 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.

Minimum Qualifications

• 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
• Fluency in French is a requisite for this position.
• Demonstrate high level of interpersonal, problem solving and conflict resolution skills
• Proficiency and exposure to Oracle E.R.P will be an added advantage

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 through: jobs@shelterafrique.org

Applicants should indicate “Application for Administrative Assistant” as the subject line of their email submissions which shall be considered until C.O.B 11th February, 2011.