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Job Vacancy at Trademark East Africa 

Job Vacancy at Trademark East Africa 

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Job Vacancy at Trademark East Africa

Manager, Corporate Office 

Job details
Job title: Manager, Corporate Office Line Manager title: Director, Corporate Affairs
Grade: JG6 Direct reports: Officer, Corporate Office
Department: CEO’s Office Location: Nairobi, Kenya

Job summary
The jobholder will support the management of operations in the CEO’s office including coordinating work
flows, work schedules, diary and information management as well as tracking progress on key corporate
initiatives. The level of responsibility associated with the position as manager, Corporate office will require
the job holder to work independently, and with a high degree of diplomacy and sensitivity for confidential
issues. The main objectives of the position will be to provide a wide range of assistance to the CEO’s office,
including workflow management, office administration and analytical work.
Roles and responsibilities
Under the overall supervision and guidance of the Director, Corporate Affairs, the Manager will perform
the following:

Workflow Management:
• Devise and maintain efficient office systems.
• Track and follow-up on documents, draft letters and memoranda, monitor incoming emails, deal
with general correspondence and briefs as guided by the Director, Corporate Affairs.
• Ensure secure filing of sensitive and confidential information.

Office Administration:
• In collaboration with the CEO’s office team, maintain the CEO’s diary, arrange meetings and
appointments, ensure that commitments and competing demands are efficiently managed, and
future needs anticipated to enable the CEO to operate effectively;
• Organize and attend to multiple meetings, appointments, and events to ensure that responsible
management is well prepared.
• Liaise with the travel consultant to arrange travel, visa and accommodation for the CEO;
• Handle internal and general public enquiries; screen telephone calls from within the organisation
and from external collaborators and handle them as appropriate; welcome and look after visitors;
organize and maintain electronic diaries and to make and follow-up on appointments.
• Manage the recording of opinions, notes and confidential documents.
• Create a strong filing system in the Corporate Office for prompt retrieval of documents; Create a
follow up system in the Corporate Office to track all in/out documents.
• Contribute to the collection of data on the CEO’s KPIs.

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Analytical Work:
• Produce documents, correspondences, briefing papers, reports, spreadsheets and presentations.
• Take notes at meetings, write letters, and prepare minutes as requested.
• Assist where applicable with the follow up of the complex’s activities by using the appropriate
software (TRIMS).

Operations and Programme Management
• Support initiatives, projects and processes in the CEO’s office including procurement, finance
related administrative tasks
• Coordinate the TMEA annual awards process.
• Provide logistical support for special events e.g. SHF, annual retreats, etc as required
• Track and report on appropriate aspects of the CEO’s office team operational activities.
• Solve non-routine problems creatively and resourcefully and assist in plan of action
• Initiate the departments operational plans and budgets, monitor their implementation and report
on the performance in accordance with the plans and budget guidelines and departmental
projections.

Communication and information management
• Coordinate in collaboration with the CEO’s office team production of thematic background papers
and other documents for the CEO’s appointments; draw up agendas, prepare and collect inputs for
background and briefing material, presentations, talking points, prepare briefing documents, take
minutes during meetings and follow up on status of agreed action points;
• Review incoming telephone and email communication and in collaboration with the CEO’s office
team and prepare a reply or channel them to the appropriate recipients for action;
• Assist the CEO’s office team in managing emails and external communications with the aim of
ensuring timely response i.e. within 24 hours; Work closely with the management teams to ensure
high quality and rapid response to email, telephone and written correspondence;
• Manage a database of networks and an e-filing system in relation to programme information and
reports/other correspondences. Maintain and update all files and records including any confidential
filing system for reference purposes and easy retrieval.

Stakeholder relationship management
• In collaboration with the CEO’s office team, liaise with external stakeholders e.g., donors regarding
requests for high level events, meetings and compliance activities including periodic reviews and
visits; Ensure appropriate document management and smooth flow of logistics during visits.
• In collaboration with the CEO’s office team, communicate with Board members on a regular basis
to ensure maximum participation in TMEA’s strategic and business planning activities; Work with
other departments e.g. Communications to ensure key stakeholders are kept informed on
programme updates.
• Manage all contacts resulting from meetings and networking events attended by the CEO and assist
follow-up as appropriate
• Coordinate the scheduling of internal and external meetings involving the senior leadership team
and ensure that participants are available and prepared for the meetings;

Corporate level responsibilities
• Apply the highest standards of controls and risk management practices and behaviours and embed
a positive risk and control culture.
• Demonstrate prudence, sound judgement and appropriate and timely escalations in management
of all types of risk (including fraud risk) applicable to my role.
• Understand and comply with the relevant end-to-end processes including applicable risks and
controls.
• Seek to identify, understand and escalate risk events/incidents/ issues on a timely basis focusing on
fixing root-causes and taking ownership of identified mitigating actions.
• Complete all relevant mandatory trainings within the stipulated timelines.
• Ensure compliance with PCM guidelines throughout the project design and implementation cycle,
including reporting and closure.
• Ensure compliance with grant management procedures and guidelines including appraisal,
selection, implementation, reporting and closure.
• Contribute to the development/revision of tools and procedures to document and share
knowledge, incentivise staff/teams and enforce compliance and standards.
• Participate in regular informal and formal reflection, knowledge sharing and learning events.
• Document lessons learned and best practices for knowledge sharing and learning.
• Promote and adhere to TMEA’s core values and ensure compliance with organisational policies and
procedures.
• Maintain zero tolerance to bribery, fraud and corruption, and ensure the immediate reporting of
any corruption or suspect behaviour that threatens TMEA’s reputation.
• Adhere to the safeguarding policies and procedures and immediately report any safeguarding
concerns.
• Any other related responsibilities that may be assigned by the line manager from time to time.
Organisational positioning

Academic and professional qualifications

  • Undergraduate OR postgraduate degree in Communication, Business Management, Commerce,
    Administration, International Relations, or related discipline, preferably supplemented with courses in
    secretarial training/administration/office management.

Work experience

  • For undergraduate degree holders a minimum of Seven (7) years relevant working experience of
    progressively relevant and practical experience and postgraduate degree holders at least five years of
    relevant experience., in an executive office preferably in an international organization or in large
    private sector firm
  • A minimum of three years providing executive support to a Chief Executive Officer or other senior
    level executives and experience in programme management is a must. Experience working in a multicultural
    environment is an added advantage.
    Chief Executive Officer
    Director, Corporate Affairs
    Manager, Corporate Office

Additional skills
• Excellent relationship management skills necessary for interaction with stakeholders at country,
regional and multi-lateral level including VVIPs;
• Highly organised with the ability to work independently with minimum supervision.
• Demonstrable ability to handle confidential information appropriately.
• Ability to interact with staff at various levels in a fast-paced environment, sometimes under pressure,
remaining flexible, proactive, resourceful and efficient, with a high level of professionalism, maturity
and confidentiality;
• Project management, programme delivery experience and inter-personal skills.
• Excellent written and verbal communication skills, strong decision-making ability, good judgement and
attention to detail.
• Ability to stay focused, efficient, and effective in managing multiple priorities and work under pressure
with periodic travel requirements.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Excellent presentation skills together with the ability to think on their feet.
• Highly proficient in MS Office applications, including Word, Project, Excel, PowerPoint and Outlook.
• Excellent events management skills;
Additional/background information
• The nature of the work might require occasional overtime work and availability after normal working
hours.
• Knowledge and understanding of how global aid for trade organisations and economic block operation.

To Apply, visit http://www.teamiq.com/TradeMarkEA/2957

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