Senior Secretary (SAS)
--PBLK Headquaters, Bungoma, Kenya--
The Senior Administrative Secretary provides administrative, secretarial, and logistical support to the Executive Director, office flow, organizational systems, and hospitality. This role will also serve other Directors as time allows.
Purpose: This role dispels confusion and errors by ensuring the cohesive and efficient functioning of the Staff by coordinating activities, schedules, and meetings. They will be skilled in marshaling communication skills and shared software Apps to coordinate the day-to-day administrative and communications tasks of the office.
NOTE: This position does not recruit, hire, review, or fire, but they have solid influence in the organisation.
Responsibilities
- Executive and secretarial support
- Office Management and Coordination
- Communication and Information Management
- Travel and Logistics Management
- General Administrative Duties
Qualifications and Experience
-
Education: A bachelor’s degree in business administration, Social
Sciences, or a related field is required; equivalent certificate courses will
be considered
- 3 to 5 years of experience in a similar administrative or secretarial role within an NGO/PBO--or comparable organization--is typically highly desired
- NGO/PBO-specific experience: Familiar with Board governance procedures, constitutional integrity, donor/grantor compliance requirements, and local regulations is highly valued.
- Skilled at Internet-based research and basic AI
Core Competencies: Hard and Soft Skills
- Hard Skills:
- Proficient in MS365 and its Office Suite (Outlook, PowerPoint, Excel, and Word); Odoo systems experience is a plus.
- Using IT/IS systems to support internal communication by disseminating information and coordinating between departments.
- Excellence in English and Swahili: writing, reading and speaking
- Competent in Mathematics
- Skilled in data entry. Excellent speed and accuracy on the keyboard
- Excellent organizational and calendar-management skills, with the ability to manage multiple tasks under tight deadlines
- Soft Skills:
- Inspired by PBL’s vision; entrepreneurial minded to build out orderly functioning
- Excellent problem-solving skills—can think out of the box
- Strong intuition, communication, and interpersonal skills, with the ability to interact effectively with diverse internal and external stakeholders with grace.
- Has high levels of personal integrity, empathy for others, and discretion when handling confidential and sensitive information.
- Proactive, assertive when needed, and self-motivated, with the ability to work independently with minimal supervision.
- Strong intuition—can “feel with the gut” if something is wrong—or the right way to go
Key Performance Indicators (KPIs)
PBL Leaders want you to excel in these KPIs! And they will be a primary measure to determine the success in quarterly and annual reviews.
- Is the eye of the storm: Bringing a calm competence—and an organized presence into the office culture.
- Is on-time, and proactively monitors major milestones and deadlines; brings a higher level of preparedness and effectiveness to each department.
- Is a self-aware servant-leader/influencer, helps staff members and Directors to be better at their jobs
- Sees the details yet can also see the big picture.
About us
What We Offer
- 3-month probationary (Contractor) role, to full-time.
- Salary is commensurate with experience for a small NGO/PBO
- Benefits: National Healthcare (SHA) and National Soc. Sec. Contributory Fund.
- 2 weeks paid vacation for year 1, earnable after 6 months.
- New-birth Paternity/Maternity leave is available after the first 12 months of employment.
A full-time position
Attractive salary package.
Medical Coverage
National Healthcare (SHA) coverage for you and your family
2 weeks paid vacation
Fully paid vacation - earnable after 6 months
Paternity/Maternity Leave
We are a family-oriented organization. We care about you and your family
