Job Summary

He/she will be the liaison between the CEO and the other departmental heads and will perform a wide variety of duties that are critical to ensuring smooth and seamless business communication and reporting of business performance.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 4 years

Job Description/Requirements

Department:    CEO’s Office
Reports to:    Chief Executive Officer
Location:    Westlands, Nairobi
Direct Reports:     None
Others Reporting Indirectly:    None

Role Summary
The person will play an integral role in the CEO’s office by providing world class executive support to the CEO. He/she will be the liaison between the CEO and the other departmental heads and will perform a wide variety of duties that are critical to ensuring smooth and seamless business communication and reporting of business performance.

Key Measures of Performance
•    Turnaround time for delivery of tasks
•    Quality and accuracy of reports and presentations
•    Level of support and coordination

Organization Reporting Structure

Chief Executive Officer

Business Performance Manager

Key Responsibilities
1.    Perform business management and board reporting through:
•    Assisting in the consolidation of the overall business and reporting on strategy implementation on monthly basis for management reviews.
•    Coordinating and consolidating business plans prepared by the Executive Leadership team.
•    Preparing the action log for fortnight EXCO meetings and making follow ups for action implementations and updates; Preparing minutes and follow up action emanating from periodic performance meetings.
•    Interacting with departmental heads to determine reports requirements and recommend improvements, where necessary.
•    Tracking periodic and ad hoc business performance and preparing management performance reports; highlighting variances in relation to the set strategy and proposing recommendations.
•    Championing ad hoc key complains reports.
•    Consolidating data and preparing competitor analysis on quarterly basis.
•    Consolidating periodic board reports timely as per the board calendar.

2.    Assist in planning and budgeting by:
•    Coordinating annual budget build-up in collaboration with the finance team and the departmental heads.
•    Work with the finance team to ensure there is a budgetary control process in each stage of the business operation and business decision.

3.    Provide administrative support through:
•    Proactively managing the CEO’s calendar planning and scheduling meetings, conferences, teleconferences, and travel and keeping him well informed of upcoming commitments and responsibilities to ensure smooth day-to-day engagements.
•    Be the liaison for smooth communication between the CEO and the executive team; Support the CEO, Executive Leadership Team and Board of Directors as required with setting up meetings, drafting agendas, taking minutes at meetings, circulating papers, when required.
•    Routing and possibly pre-reading CEO’s correspondence; draft letters and documents; collecting and analysing business-related information; preparing presentations and initiating telecommunications as and when required.
•    Coordinating with the administration team the CEO’s travel arrangements, processing expenses, visa applications, and provision of hospitality to visitors; oversee the cleanliness and orderliness of the CEO’s office.
•    Maintaining the CEO’s office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating and recommending new office products.
•    Manage the CEO’s office files and filing (both electronic and hard copy), archiving or disposal of documents as appropriate.
•    Ensuring CEO’s office assets are in good working condition; coordinating the scheduling of preventive maintenance within agreed timelines; troubleshooting malfunctions where possible; coordinating repairs with the relevant team; evaluating and recommending new equipment.

4.    Handle special projects and any other official duties as directed by the CEO.

Academic and Professional Qualifications
•    Undergraduate degree in a business-related course preferably in commerce, accounting or statistics.
•    CPA/ACCA/CFA/ICMA or certification in project management is added advantage.

Relevant Experience and Job Specifications
•    At least 4 years of work experience in business performance reporting plus project management.
•    Proficiency with Microsoft Office, particularly, MS Word, MS Excel and Ms PowerPoint.
•    Strong analytical skills with excellent problem-solving skills.
•    Strong verbal and written communication skills and exceptional presentation skills.
•    Exceptional organizational skills and impeccable attention to detail.
•    A high degree of professionalism and the ability to maintain confidence and discretion at all times.
•    Flexible and adaptable.
•    Strong in influencing and negotiating and in stakeholder management

Other Job Requirements:
Key contacts:  

Internal & External   
•    All relevant staff
•    Vendors and Suppliers
•    Customers
Financial Responsibilities    
GGR

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