Norwegian Refugee Council Executive Assistant Job in Kenya

Norwegian Refugee Council (NRC) Somalia/Kenya is a two Country Program with four field offices in Dadaab (Kenya), Hargeisa (Somaliland), Bossaso (Puntland) and Mogadishu (South Central).

NRC has been present in Somaliland since early 2004 and expanded to Puntland in 2006, Mogadishu and Dadaab in 2007. In a short time NRC established Education, Shelter/Sanitation, Distribution and Camp Management projects for IDPs, refugees and local population in
Somalia and Kenya.

NRC also has a coordination office in Nairobi, Kenya that was established in 2006.

Position Vacant: Executive Assistant

Reporting to: Regional Director

Duty Station: Nairobi

Duration of Contract: ASAP to 31st December 2011 (with possible extension)

Main Responsibilities include:

• Support the Office of the Regional Director and the Program Director in coordinating activities, weekly meetings, field visits and take notes to record discussions and prepare minutes and memoranda for the records.
• Maintain records and track the status of the Regional Director’s action items, including his/her calendar.
• Analyze and collect information from all the country offices under the supervision of the Regional Director and produce talking points and correspondence with the field offices
• Organize and maintain the Office of the Regional Director through establishing filing systems, logging and tracking systems, and mail and contact listing
• Provide administrative support by conducting research, handling information requests, and performing administrative functions such as preparing correspondences and drafting meeting minutes; receiving visitors; arranging conference calls; and scheduling meetings.
• Prepare for the visits of high delegations including NRC Secretary General , Board of Directors, International Program Department Director, donors and other dignitaries.
• Select and compile background and briefing materials for meetings, travel, conferences and fundraising for the senior management team
• Screen and review incoming correspondence (mail, email); collect background material; draft and sign correspondence, or clear drafts with the Regional Director
• Liaise regularly with staff in other departments, field offices, NRC in other countries and external contacts to ensure effective information flow and timely actions
• Undertake speedy processing, safe storage and retrieval of information and documents
• Perform any other duties reasonably assigned by the supervisor.

Required skills and qualifications:

• A University Degree in Public Relations, International Relations or related discipline
• Minimum of 5 years’ experience in an International NGO or UN working as a senior executive or as a Senior Secretary in a busy department.
• Detailed knowledge and technical expertise in Office Management.
• Good working knowledge of MS Office packages
• Excellent oral and written communication skills
• High competence in handling situations with tact and diplomacy
• Absolute reliability and discretion with confidential information
• Excellent self organization and time management skills
• Flexible and ability to multi task
• Excellent proactive self supervision.
• Analysis of numerical, verbal and other data from diverse sources.
• Ability to summarize and draft complex reports and good report writing skills.
• Sound practical exposure to Project Management would be an added advantage

Deadline for Applications: 10th April 2011

Applications should be submitted to:

Norwegian Refugee Council,
P O Box 21211-00100
Nairobi, Kenya

Email Address: recruitment_nb@som.nrc.no

Only the short listed candidates will be contacted.

The Norwegian Refugee Council is an equal opportunity employer, with no discrimination in terms of sex, age, religion, ethnic origin or political affiliation.

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