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Personal Assistant to the Chief Executive Officer

National AIDS Control Council (NACC)

Job Summary

Responsible for providing effective confidential and public relations services to the office of the Chief Executive Officer.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 7 years

Job Description/Requirements

The National AIDS Control Council (NACC) is a state Corporation whose mission is to provide policy and strategic framework for mobilizing and coordinating resources for the prevention of HIV transmission and provision of care and support to the infected and affected people in Kenya. More details of our mandate and contacts can be found in the website www.nacc.or.ke  In our efforts to fulfil this mandate, the NACC seeks to recruit a suitable candidates for the following positions:

Job Title     PERSONAL ASSISTANT
Reports to     CHIEF EXECUTIVE OFFICER
Grade     NACC 4
Department     CHIEF EXECUTIVE OFFICE

Business Purpose/Objective    
Responsible for providing effective confidential and public relations services to the office of the Chief Executive Officer. Specific duties include preparing correspondence, providing information to staff and stakeholders, scheduling appointments to ensure efficient and effective progress in all commitments.

Core Working Relationships     Head, Legal Services, Deputy Directors, Board Members and Ministry of Health liaison officers

Accountabilities (Responsibilities)

•    Maintain efficient and effective communication channels between the Office of the Chief Executive Officer; the Council Chairperson; Council members; other departments and external customers to ensure professional interface and superior customer service
•    Maintain the Chief Executive Officer’s calendar and schedule of appointments, screen requests for meetings, synchronize office and personal diaries to ensure that appointments do not overlap.
•    Coordinate the preparation of both local and international itineraries for the Chief Executive Officer; confirm travel bookings, freight and hotel reservations
•    In charge of the preparation of board agenda documents and circulation
•    Coordination of logistics and administrative support towards organization of meetings convened by the Chief Executive Officer
        Plan and manage special assignments
•    Draft routine correspondence and reports; proofread a wide variety of general reports, letters, and memos and independently compose correspondence on routine administrative matters
•    Handle routine matters personally and determine and forward priority matters to the Chief Executive Officer or appropriate officers accordingly
•    Handle enquiries and complaints, brief the Chief Executive Officer of sticky and unresolved issues requiring prompt decision-making to ensure customer satisfaction
•    monitor and control office expenditure
•    Attend meetings; take notes or minutes as per the Chief Executive Officer’s instructions

Educational    
•    Must possess a Master’s degree in either Public Health, Epidemiology, Law, Social Sciences, Business Management, Public Administration, Public Relations, Communication or any other relevant degree.
•    Must have a Bachelor’s Degree in relevant field.
•    Applicants who demonstrate High level Proficiency in Computer keyboard operations and transcription skills shall be accorded an added advantage.

Experience    
•    Minimum seven (7) years relevant experience gained in providing support to top executive and senior management

Key competencies    
•    Considerable tact and poise including excellent communication and interpersonal skills and the ability to establish and maintain good working relationships with people from diverse backgrounds.
•    Ability to maintain excellent public relations through courteous responses to inquiries and provide information within scope of responsibility.
•    Effective time management skills and the ability to priorities workloads and work within tight deadlines.
•    Ability to maintain confidentiality of privileged information and to ensure absolute discretion and sensitivity to confidential matters.
•    Ability to produce consistently high-quality work in an intensely pressurized office environment.
•    Ability to perform a variety of important sometimes urgent, confidential, and complex tasks with constantly changing priorities for top executives.

The above positions are on a three (3) year renewable contract basis subject to satisfactory performance through a formal appraisal. The individuals recruited shall be of high integrity and able to work within a team.  If you fulfill the requirements, you are invited to submit an application letter together with an up to date CV, copies of certificates, testimonials, names and contacts of three professional referees in a sealed envelope by 5:00 p.m on Tuesday, December 8, 2020 to the address provided below.

NACC is an equal opportunity employer and does NOT discriminate any applicant on the basis of their HIV status, ethnic background, sex, religion, disability, or marital status yet is attentive to gender, regional and ethnic balance.  Only shortlisted candidates will be contacted. Canvassing will lead to automatic disqualification.

For candidates to be considered, they will be required to meet the expectations of Chapter 6 on Leadership and Integrity. This will include but is not limited to getting the following clearances:
1.    Certificate of Good Conduct
2.    Clearance from the Ethics and Anti – Corruption Commission on Integrity
3.    Certificate of Compliance from the Higher Education Loans Board (HELB)
4.    Kenya Revenue Authority (KRA) Tax Compliance Clearance
5.    Certificate of Clearance from the Credit Reference Bureau (CRB)

The Chief Executive Officer
National AIDS Control Council
Landmark Plaza 9th Floor
P.O. Box 61307, 00200
Nairobi
KENYA

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