| JOB NAME |
Administrative Assistant (Protocol) [Nairobi]
POSTED BY: Shelter Afrique
REF:SHELTER 09
Date Published:Thursday, May 12, 2022
Date of Expiration:Tuesday, November 8, 2022 EXPIRED
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| LOCATION OF THIS JOB |
 Kenya | NAIROBI in Kenya |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Full-Time |
| MAIN JOB DESCRIPTION |
ABOUT
The Company for Habitat and Housing in Africa (“Shelter Afrique” or “SHAF” or the “Company”), is a Supranational entity in the Development Financial Institution sector providing affordable housing and Urban development in Africa. A Pan-African Institution with partnership of 44 African Governments, the African Development Bank (AfDB) and the Africa Reinsurance Corporation (Africa-Re) providing financial solutions and related services to support the supply and demand-side of the affordable housing value chain. The company provides advisory and project management services for major affordable housing projects, as well as credit lines to financial institutions to finance access to affordable housing in 44 African countries. The company has its headquarters in Nairobi with regional offices in Abidjan in Ivory Coast and Abuja in Nigeria.
OVERALL PURPOSE
1. The Administrative Assistant (Protocol) performs a large variety of routine protocol-related functions contributing to the smooth and efficient running of the work unit.
2. He/she provides an effective service to the Office for the issuance and renewal of official documents with regard to residence, immigration or travel.
3. He/she takes routine decisions on administrative actions based on a good knowledge of applicable rules and procedures as well as local regulations.
DUTIES AND RESPONSIBILITIES
Key responsibilities will include:
Administrative duties
1. Receive, sort, and distribute the mail
2. Maintain computer and manual filing systems
3. Handle sensitive information in a confidential manner
4. Organize travel arrangements for staff by processing visas as per each country regulations.
5. Replenishment of office supplies – stationery/ confectionary etc
6. Printing compiling, binding & dispatch of confidential board files for directors’ board meetings.
7. Handling of all legal department discharges, receiving sealing under the legal officers’ instructions.
8. Maintenance of office copiers for smooth running of company business.
9. Preparing payment requests for our service providers.
10. Attending to all staff requests concerning office business.
11. Handling of company bank accounts instructions as an agent.
12. Handling of company official rental box for mail.
13. Handling of company mail dispatches locally & internationally.
14. Maintenance of office furniture repairs for staff.
15. Handling of cleaning services within the offices with the service providers.
16. Maintenance of office security in terms of office closing.
17. Assisting staff working from home to perform the company business by coordinating.
Liasion/ Protocol duties
1. Provide protocol services and advise to the company and its staff
2. Aid expatriate staff, their dependants and official visitors to the company on matters of consular nature including application to the relevant authorities for visas, work permits, renewal of passports etc
3. Ensure that all matters relating to import/export approval, exemption or privileges are handled in a timely and efficient manner
4. Deal directly with the appropriate Government offices on procedural matters relating to the normal operation of the company such as immigration and getting work permits
5. Maintain an electronic database and an updated filing system of relevant information to track the expiry dates of documents and visas to remind the relevant staff member to initiate action for renewal of the same in good time ✓ Draft Note Verbale, documents and routine correspondence on the above.
6. Maintain a professional relationship with Customs and Security Officials at the JKIA and aid with arrival and / or departure formalities at JKIA, as requested.
7. Receive and manage motor vehicle registration, disposal, de-registration of all official vehicles and personal vehicles with diplomatic plates.
8. Maintaining of the company contacts with embassies for visa application outside the embassy policies.
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| REQUIREMENTS FOR THIS JOB |
MINIMUM QUALIFICATIONS & EXPERIENCE
1. Diploma in Business Administration & Management equivalent qualification from a recognized institution.
2. 5 years of relevant experience in support service in diplomatic, government, international organization, or banking industry. 3.
3. Experience from visa support, diplomatic import and export, and diplomatic protocol-related service in a service minded manner is a distinct advantage.
4. Experience in the usage of computers and office software packages (MS Word,
5. Excel, etc.).
6. Fluency in both oral and written English
APPLICATIONS
Applicants are invited to send a letter of motivation illustrating their suitability in relation to the qualifications listed and their detailed curriculum vitae, as well as the names and addresses of their referees, to the following address: hr@shelterafrique.org
Applicants must indicate the position for which they have applied in the subject line of their email.
The deadline for submission is 22nd May 2022.
Only shortlisted candidates who meet the above requirements will be contacted.
We invite you to learn more about Shelter-Afrique by accessing our web site:
http://www.shelterafrique.org
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English 
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