Zacosia Trading Limited

Personal Assistant To Group CEO

Zacosia Trading Limited

Admin & Office

Mining, Energy & Metals | KSh Confidential
1 month ago

Job Summary

Responsible for planning, organizing and support the Group CEO and top management activities in order to facilitate smooth business operations.

  • Minimum Qualification:Bachelor
  • Experience Level:Mid level
  • Experience Length:5 years

Job Description/Requirements

STATION:     NAIROBI
REPORTS TO:    GROUP CEO        

1.0    JOB SUMMARY/OBJECTIVE
Responsible for planning, organizing and support the Group CEO and top management activities in order to facilitate smooth business operations.
 
2.0    DUTIES & RESPONSIBILITIES
•    Organizing events, appointments, meetings, travel bookings, and related activities, as per instruction
•    Liaise with clients, banks, government bodies and other stakeholders,
•    Ensuring that the directors are well prepared for meetings by ensuring that all documentation, bulleting’s,
•    Attend meetings on behalf of the Group CEO and company and ensure that the image of the company is adequately represented,
•    Planning and coordinating events on behalf of the Group CEO,
•    Assist in preparing business presentations,
•    Assist in conducting business research and present the findings to the Group CEO,
•    Assist in monitoring and generating reports for operational expenses, project performance, truck performance, Stores performance, review and discuss these reports with the Group CEO,
•    Prepare, review and dispatch correspondence on behalf of the Group CEO,
•    Liaise with the departmental heads and schedule for meetings,
•    Proactively identify emerging business issues and communicate the same,
•    Maintain an up to date database of all clients, government bodies and other stakeholders,
•    Provide executive and administrative support to the directors,
•    Manage the provision and dissemination of confidential information to relevant people internally and externally,
•    Ensure stakeholder information is effectively managed ad updated,
•    Contribute to the effective monitoring and reporting of corporate performance issues within the scope of role, including the maintenance of accurate records in relation to legislative requirements,
•    Promote effective work relations with internal and external partners,
•    Maintain up-to-date knowledge of the regulatory environment affecting the operation of the business, locally and internationally,
•    Any other duties as may be assigned from time to time by the Management.

3.0    CONTACTS AND COMMUNICATION
Internal and external contacts the jobholder must make for the successful performance of his/her job, the purpose and the nature of his/her communication, whether it is oral, written, e.g. circular, meetings or reports, etc.

EXTERNAL       
•    Government Bodies
•    Petroleum Bodies
•    Professional bodies.
•    Other stakeholders   

PURPOSE   

•    Compliance
•    Communication
•    Update on policies & legislation   

FREQUENCY
•    Frequently   

NATURE
•    Verbal and Written communication

INTERNAL   
•    Departmental Heads
•    All employees   

PURPOSE   
•    Consultation
•    Briefings/ meetings
•    Training purposes   

FREQUENCY   

•    Frequently   

NATURE
•    Verbal and Written communication

4.0    JOB SPECIFICATIONS
A detailed description of the minimum and desirable level of education, professional qualifications, experience and personal attributes.

REQUIREMENT   
PROFESSIONAL QUALIFICATIONS


DESIRED   
•    A Degree in Business Administration or the equivalent in a relative field
•    Experience in Research and Business analysis
•    ISO 9001: 2015 QMS Training

LENGTH AND NATURE OF EXPERIENCE   

DESIRED

•    3 years progressive working experience with 1yr experience working with Management

ADDITIONAL SKILLS   

DESIRED

•    Excellent communications skills
•    Excellent negotiating skills
•    Excellent interpersonal skills
•    Excellent co-ordinating and planning skills

PERSONAL ATTRIBUTES   

DESIRED

•    Well organised
•    Honest and demonstrate a high degree of integrity
•    Creative thinker
•    Analytical problem solving
•    Team player

5.0    PERSONAL TRAITS, QUALITIES AND APTITUDES
•    Perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure.
•    Accept responsibility for and in teams
•    Relate to others in a manner that creates a sense of teamwork and co-operation
•    Maintain effective communication with your colleagues, both junior and senior
•    Respond appropriately to environmental and safety hazards and function effectively in emergency situations.
•    Utilize company systems effectively to ensure economical use of equipment and supplies.

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