EXECUTIVE SUPPORT OFFICER
We are hiring!
Are you a highly efficient and organized individual? Do you have the super power to multitask in a high-paced environment? Do you possess great time management skills and able to act without guidance? Are you passionate about human rights, justice and creating a difference in the world? Then we are looking for you!
Organizational Overview
WMG Management Consultants Ltd. (est 2008) is a registered consultancy firm based in Nairobi, Kenya and working in East Africa and the Great Lakes Region. Our aim is to develop partnerships and deliver services that facilitate the achievement of our clients’ strategies and objectives in the quest for sustainable development within the spheres of economic growth, democratic space, environmental context and gender inclusion.
In helping us accomplish these goals, we are looking for a highly skilled, professional and competent Executive Support Officer on full time basis to perform a variety of administrative tasks and support the Director and Deputy roles.
Responsibilities
Under the supervision of the Managing Director the incumbent will be responsible for the following duties;
a) General Administration
· Provide administrative support to ensure efficient operation of the office;
· Schedule meetings and manage information flow to partners seeking information about the organization;
· Carry out administrative duties including minute taking, filing, report writing;
· Organizing and ensuring the Director and Deputy are well prepared for meetings.
· Assigning and scheduling administrative assignments and expediting administrative process;
· Make travel arrangements for staff – this includes travel, visas and accommodation as necessary.;
· Ensure smooth operation of equipment through preventative maintenance, maintaining equipment inventories and evaluating new equipment and techniques;
· Manage information flow and draft routine personalized correspondences;
· Compile office expenses and prepare monthly or quarterly reports.
b) Contract administration
· Assist in day-to-day administration of contracts between the client, and consultants and vendors;
· Processes the invoice payments of contractors and consultants;
· Oversee any other clerical assignments
c) Human Resource
· Enter, maintain and certify administrative data and records in electronic information systems;
· Review and retire cash -related claims and reports;
· Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with the leadership team as necessary;
Academic Qualifications
· A bachelor’s degree in secretarial studies or other course that gives one qualifications of a certified administrative professional;
· Training in IT and computer technology;
· At least three years (3) years as an administrative assistant in a high paced, multi-cultural institution.
· Training on formal communication and writing will be an added advantage;
Technical skills and abilities
1. Excellent interpersonal skills and ability to work successfully as part of a diverse team.
2. Excellent creativity and high-quality writing skills.
3. Proficiency in MS Office Knowledge, accounting software, database management.
4. Possess the relevant technology and IT skills including scheduling s prioritization software, presentation software, graphics software, email, use of spreadsheets among others.
5. Ability to analyze information and make rational decisions.
6. High efficiency and professional conduct.
7. Capacity to work in a high paced environment.
8. Ability to multi-task without compromising the quality of processes and outputs.
9. Possess good grammar and ability to express him/herself in written and spoken English language.
10. Maintains discretion and confidentiality.
11. Exhibits polite and professional communication.
12. Ability to work independently with minimum supervision.
How to apply
Application procedures
Applications from interested parties should be submitted by Friday 24th March 2023 to recruitment@wmgconsultants.org. Submissions must include:
1. Expression of interest with reasons why the candidate thinks that they are well suited for the role.
2. A summarized CV not exceeding 3 pages with contacts of referees that maybe contacted as part of the evaluation process of the candidate.
3. One sample writing of previous work.
We encourage individuals of diverse backgrounds to apply. The position will be on a long-term consultancy basis at a competitive market rate in line with the level of skill and experience that he/she/they possess.
