Assistant to the Personal Assistant to the Secretary General at Central Organization of Trade Unions, COTU (K)

Job Title: Assistant to the Personal Assistant to the Secretary General

Employer: The Central Organization of Trade Unions, COTU (K)

Duty Station: Nairobi, Kenya

Application Deadline: 27th Sept 2013


Responsibilities/Duties

• Manage and maintain the Secretary General’s diary and email account.
• Filter emails and highlight urgent correspondence.
• Prepare and follow-up on press releases for both the organization and its affiliates for purposes of publication
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc and troubleshooting problems.
• Conduct weekly diary meetings with the Secretary General to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the Secretary General meetings between him and his direct reports and the committees and groups to which he is a member.
• Filter general information, queries, phone calls and invitations to the Secretary General by redirecting or taking forward such contact as appropriate.
• Manage the process of calling for briefing on behalf of the Secretary General from start to finish to ensure that he is fully prepared for all engagements.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Secretary General.
• Prepare correspondence on behalf of the Secretary General, including the drafting of general replies.
• Taking minutes of the Executive Board and for general meetings as required and complete research on behalf of the Secretary General.
• Ensure guests meeting with the Secretary General are well taken care of.
• Provide a service that is in line with the Secretary General’s work habit and preferences.

Person Specification – Qualifications, Experience, Knowledge and Skills

Academic qualifications

• Minimum of a Bachelor’s Degree in Journalism, languages, Public Relations and/or Social Sciences.
• Those with Masters Degrees in the relevant field and Diplomas from Kenya Institute of Mass Communication (KIC) besides the above qualifications will have an added advantage.

Experience

• In both print and electronic media (journalism)
• Demonstrate experience in an administration/executive assistant/PA role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts (essential).
• Experience of diary management/researching and booking of travel and accommodation (essential).
• Public and/or private sector experience, for example in a trade union would be an advantage (desirable)

Knowledge:

• Must be proficient with the keyboard and IT applications (this may be tested during the selection process).
• Expert level in the use of outlook.
• Intermediate level in the use of Word, Excel and Power point.

Skills (all essential):

• Excellent organizational skills, ability to multi-task and organize others.
• Excellent oral and written communication skills and ability to professionally represent the Secretary General’s office.
• Ability to work under pressure and be flexible as part of a small team.
• Attention to detail and deadlines.
• Ability to filter information and assess priorities.
• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
• Ability to prioritize and manage own workload amid conflicting demands and busy work periods.
• Ability to think ahead and anticipate needs before they arise.
• Ability to exercise discretion in dealing with confidential and sensitive matters.
• Confident and able to work on own initiative and with limited supervision.

Essential requirements:

• Should be ready and willing to work odd hours including all weekends (Saturdays and Sundays) and Public holidays whereupon s/he will be required to report to office.

• Besides, will be required to work flexibly with the Secretary General and on occasion longer than normal day.

• In addition, s/he may be contacted by the Secretary General out of normal office hours to deal with unexpected events.

• The salary attached to this position is attractive.

How to Apply:

If you believe you are the right candidate for this position, and below the age of thirty five (35) years please send your application, detailed curriculum vitae with names of three referees and your academic certificates to:
The Secretary General
COTU (K)
Solidarity Building, Gikomba
P.O. Box 13000 – 00200
Nairobi.

Email: info@cotu-kenya.org