University of Nairobi Alumni Association (UONAA) Administrative Assistants Jobs in Kenya

The University of Nairobi Alumni Association (UONAA) was founded by the UON Alumni in 2005 with a vision of becoming a leader in promoting active, visible leadership in the community and to foster interaction between alumni and the students of the University of Nairobi and the Industry.

To achieve this vision, the Association is looking for skilled, dynamic and talented persons to assist in the growth and development of the Association as well as establishment of World Class Alumni Centre.

Administrative Assistants 

Grade AB 

2 Posts

Ref: UONAA/004/12
 

The person’s main duties will be to provide comprehensive administrative support to the Executive Director and other staff in projects management, membership recruitment, management of alumni records, chapters’ coordination, fund-raising and communication to stakeholders. 

The person must have a Bachelors Degree in Business Administration, Marketing, Public Relations or equivalent qualifications.

In addition, they should have a track record in corporate affairs and executive assistance plus excellent interpersonal communication skills.
 

Reporting
 

The Administrative Assistants will be reporting to the Executive Director and Project Manager.
 

Job Description
 

The Administrative Assistant will be an Executive Assistant to Executive Director and Projects Assistant to the Project Manager in matters of membership, events, chapters’ coordination, marketing, alumni relations and stakeholders’ management.

The overall responsibility is to provide logistical and administrative support to programmes and operations of the Association. 

The specific duties and responsibilities include:

• Attending to all clients enquiries i.e. personal, through telephone and emails
• Receipt and dispatch of incoming mails and files
• Maintaining folio and file indexing
• Maintaining records of all documents
• Assist in all Alumni Activities including recruitment of members
• Data entry/update for all the new members
• General secretarial duties
• Preparing and servicing of Executive Committees/Sub-Committees meetings
• Keeping and maintaining the Executive Director’s diary
• Undertakes daily updates to the Executive Director on the Association’s activities
• Takes notes for the Executive Director in all meetings
• Prepares briefs for the Executive Director for whichever meetings the Director attends, where action plan is marked for the latter’s attention
• Provide receptionist services
• Any other duties as may be assigned by the supervisor

Minimum Qualifications
 

Education:
 

Bachelor’s Degree in Business Administration, Marketing, Public Relations, Management or equivalent qualifications. Secretarial / Executive training
 

Experience:

• Three (3) years experience in executive and projects assistance
• Demonstrates hands-on skills in secretarial and administrative work
• Excellent interpersonal communication skills

Personal Profile

• Drive – passionate, enthusiastic and have the desire to get things done rather than task-oriented
• Motivation – looks for new challenges and can motivate others through their passion and interest in the job.
• Communication – can write and talk to people at all levels
• Confidence – has confidence without self-importance and is cooperative with others
• Leadership - demonstrates leadership by an ability to draw a team together
• Energy – demonstrates energy to go an extra mile even where there is no extra payment
• Commitment – 100 per cent committed to the assignment and is keen to detail
• Honesty and integrity – high moral standards, trustworthy, honest and of high level integrity and cannot be compromised
• Persuasive – good negotiation skills will ability to persuade for contracts and proposal
• Personal development – committed to personal development through continuous and lifelong learning.

Professional Profile

• Reliability – follows up on self, requires no supervision, self-driven and keeps management informed
• Talented – perfection and quality in execution of the assignments and does it with ease
• Pride – is proud to be an alumnus of the University of Nairobi and is a registered member of the Association
• Analytical Skills – weighs various options and does not jump into conclusions without analyzing shortterm and long term benefits of the solutions against possible negatives.
• Listening skills – listens and has attentiveness that complements analytical skills

Business Profile

• Efficiency – always careful on wastages of time, effort, resources and money
• Economy – knows the difference between expensive and cheap solutions to problems and spends money as if they were his or her own
• Procedures – understands that procedures exist for a reason and won’t by-step; follows the chain of command and does not undermine the authority.
• Profit – must understand that it’s the reason we are all working and therefore must be committed to the bottom line.

Please note that the appointment is on a one year contract term renewable on mutual agreement.

Note:

Applicants should forward seven (7) copies of their application letters accompanied by similar number of certified copies of certificates and C.Vs giving details of their qualifications and experience.

Quote the position applying on the envelope.

The successful candidates will be offered a competitive package on a one have an added advantage.

Applications should be addressed to:

The Executive Director, UON Alumni Association,
University of Nairobi
P.O Box 30197- 00100,

Nairobi

OR Drop at University Main Campus, Administration Wing, Room 107 (Alumni Office)

Email: alumni@uonbi.ac.ke