Kenya Red Cross Society (KRCS) is a humanitarian relief organisation created by the Act of Parliament, Cap 256 of the Laws of Kenya of 21st December 1965.
Its vision is to be the most effective, most trusted and self sustaining humanitarian organisation in Kenya.
KRCS has been appointed the Principal Recipient (PR) for Global Fund (GF) Round 10 HIV Grant. It is in this respect that the Society has set up the Global Fund Programme Management Unit (GF PMU).
The unit is looking for qualified persons to fill the following position:
Position Title: Programme Assistant
1 Position
Reporting to: Deputy Secretary General, Global Fund PMU
Job Location: KRCS Headquarters
Overall Purpose
Reporting to the Deputy Secretary General, Global Fund Programme Management Unit (PMU), the Programme Assistant is responsible for providing effective confidential secretarial and administrative support services in the development, implementation and evaluation of programme activities.
Specific duties include collecting and analysing data and information, preparing correspondence, providing information to staff and customers, scheduling appointments, planning and organising meetings, travel and conferences, writing minutes, as well as monitoring the progress of various assignments to ensure that the DSG GF and the rest of the GF management team is kept fully informed on all matters requiring immediate attention.
Duties and Responsibilities
- Maintain communication channels between the Office of the Deputy Secretary General Global Fund PMU and other departments as well as external organisations and individuals.
- Prepare notes, correspondence and reports in accordance to instructions
- Respond to telephone inquiries, giving information to callers and routing calls to appropriate officials and also placing outgoing calls.
- Receive official visitors and walk-in customers by ascertaining the nature of business and directing them accordingly.
- Schedule appointments and screening requests for meetings, synchronizing and updating the DSG GF PMU appointments.
- Prepare both local and international itineraries, confirming travel, freight and hotel reservations.
- Oversee the proper maintenance, storage, retrieval of files and documents in order to ensure that they are accessible and secure.
- Monitor and track the progress of various assignments and regularly updating the DSG, GF, and other members of staff on organisational deadlines and problems.
- Bachelor’s degree qualification in Business Management or equivalent qualifications.
- Over three (3) years relevant experience gained in a busy executive office.
- Proficiency in using word processing and other computer software packages, including use of the e-mail, the internet as well as local and wide area network systems.
- Effective communication and interpersonal skills with an attention to detail, along with an ability to analyse and evaluate different types of information
- Knowledge of principles and practices of organisation, planning, records management, research and general administration.
- Ability to follow oral and written instructions and to respond to routine letters, conduct surveys and prepare reports
All applications should be sent to:
The Secretary General
Kenya Red Cross Society
P. O. Box 40712-00100
Nairobi
So as to reach him not later than Friday, 23rd September 2011.
