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Senior Administration Officer: Stakeholder Relations

Recours 4 Kenya
South Africa
Full Time

Job Description

The Purpose of this job is to provide administrative and event planning support to the Office of the Director.

Key Performance Areas include:

  • Provide event planning support for stakeholders as directed (e.g. invitations, registration, venues, etc.).
  • Liaise with FIC divisions to ensure that various distribution lists (including guest/VIP lists to events) are maintained and kept up to date.
  • Maintain records and database for stakeholders and relay changes to the relevant functional areas.
  • Arrange meetings, take of minutes, and prepare agendas, reports and correspondence for stakeholders meetings and activities.
  • Distribute meeting documents to member organisation and other stakeholders.
  • Maintain an accurate records of activities and decisions taken.
  • Alert the line manager of deadlines and follow-up matters emanating from the stakeholders meetings and events.
  • Draft documents and correspondences within established guidelines.
  • Prepare and consolidate documents (reports, submissions, memoranda, and letters) for stakeholders.
  • Track information relating to stakeholders and other special projects.
  • Facilitate signature and approval on relevant documents.
  • Review documents in line with FIC standards.
  • Provide stakeholder service and enquiry management.
  • Maintain good professional relations and effective communication with stakeholders.
  • Ensure compliance to policies, regulations and legislations in relation to area of responsibility.
  • Provide backup support for other administrative staff, as required.
  • Performs other related duties.

Education, Skills and Experience

  • Minimum 5 years of experience as an administrative professional
  • Bachelor’s degree or equivalent
  • Demonstrated previous experience in a similar position
  • Well organised, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities
  • Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position
  • Ability to make decisions within established guidelines
  • Demonstrated exercise sound judgement/common sense
  • Demonstrated attention to detail and strong administrative skills
  • Proactive and professional with the ability to multi-task.
  • Demonstrated ability to work within a team

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