Senior Secretary

Job Summary

Reporting to the Group Executive, Financial Management, the Senior Secretary will perform, coordinate and oversee administrative duties while providing an extensive level of support to the Group Executive and department staff, to facilitate the Group Executive and the department to work more efficiently and effectively towards reaching the Group's goals. 

Duties and Responsibilities

The Senior Secretary is responsible for, but not limited to, the following functions:

• Assist the Group Executive, Financial Management and the department generally with daily administrative duties and complete a broad variety of administrative tasks including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging comprehensive and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Balance conflicting priorities to manage the department's workflow, ensure the completion of essential projects and meeting critical deadlines.
• Communicate directly and on behalf of the Group Executive with departmental staff, to other departments within the Group and externally on matters related to Group or departmental initiatives.
• Provide administrative and secretarial support to the Associate Executive, Head, Financial Management and Unit Heads.
• Support the day-to-day workflow and prioritising specific assignments and preparing briefing materials.
• Prepare travel documentation (Visas, Tickets, and Delegate's Pack) to ensure the Executives' travel logistics are properly handled.
• Draft correspondence, schedule appointments, book meeting rooms, organise internal and external meetings for Financial Management teams; prepare meeting minutes, designate and follow up on assigned action items.
• Prepare timely and accurate internal reports, including the expense reports for the department to track budget utilisation.
• Involvement in the department's budget preparation.
• Preparing and processing payment applications on the SAP portal.
• Writing cheques, keeping petty cash and maintaining the requisite records.
• Develop and maintain an accurate documentation and filling system (physical and electronic) to facilitate easy access and retrieval.
• Coordinating and archiving of departments records with the Records Center.
• Assist in the editing and formatting of the Annual Report, Consolidated Financial Report and Board Papers.
• Perform any other duties that may be assigned.

Duty Station

The duty station is Nairobi, Kenya.

Qualifications and Competences

• Bachelor's degree in public/business administration/finance or related discipline from a recognized institution.
• Diploma in Secretarial Sciences/Office Management is an added advantage.
• A minimum of 10 years of relevant professional experience in a regional/international corporate, banking or DFI environment.
• Adept in office systems software/equipment with strong information technology skills and excellent IT skills in MS Office (MS Excel and PowerPoint in particular) and SAP ERP.
• Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail.
• Superb communication skills (oral and written) with a concise, clear and compelling style.
• Ability to work effectively without constant and direct supervision or guidance.
• Resourceful, strategic problem-solving ability with a positive 'can do' attitude,
• Exhibit sound judgement and ability to make reasonable decisions in the absence of direction.
• Ability to work under pressure, team player and ability to juggle multiple, changing priorities,
• Strong organizational and planning skills, tact and discretion.
• Fluency in English is a requirement, with working knowledge of French as an added advantage.