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Full-time Executive Assistant

at Fairtrade Africa (FTA) in Nairobi

Executive Assistant at Fairtrade Africa (FTA) in Nairobi – Kenya Jobs, Careers and Vacancies

Team: Executive
Location: Nairobi Kenya
Purpose: To improve the socio-economic conditions of African producers.
Post holder reports to: Executive Director
Staff reporting to this post: (none at the moment)
Scale Level: Officer II
Salary Range (Basic): Kshs 89,505-141,695
Budget Responsibility: /No

Fairtrade Africa (FTA) is the umbrella organisation representing Fairtrade certified producers in Africa. FTA aims to effectively represent producers within the International Fairtrade system and to contribute to livelihood improvement of African producers by increasing access to markets. Established in 2005, FTA directs policy and strategic development of the organisation. FTA has four (4) regional networks – Eastern, Southern, West and Middle East and North Africa (MENA) supporting producer activities.

Job Purpose:
To enhance directors’ and board effectiveness by providing information, management support and representing the executive to others. KEY


Administrative tasks

  • Coordinating the Directors’ diaries and work schedules, including forward planning of work
  • Gathering and collating information for tasks initiated by the Directors
  • Arranging both national and international travel and organization of producer visits for the Executive team
  • Providing administrative assistance to Board of Directors including organizing itineraries for partner Directors coming from outside Kenya.
  • Maintains members’ confidence and protects operations by keeping information confidential.
  • Secures information by completing data base backups.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Produce Fair Team weekly that shows staff weekly schedules and movements.
  • Liaise with the regional networks to access the regional boards’ meeting schedules and minutes, maintaining records of such.

Secretarial and logistical support:

  • Filtering incoming mail, using initiative to answer and/or redirect correspondence where appropriate and prioritize items requiring input from the Directors
  • Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Handling telephone enquiries, dealing with or referring to other staff matters not needing the Directors’ attention and acting as the public face/first point of contact for the executive team
  • Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Prepares reports by collecting and analyzing information.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Making travel and accommodation arrangements for the Directors, other staff and guests as required, including extensive international travel, obtaining visas, checking travel health requirements and obtaining foreign currency whenever necessary
  • Ensuring expenditure is in line with the FTA’s procedures, processing Directors expense claims, checking invoices prior to authorization and coding expenditure to correct budget headings

Meeting and events support

  • Planning and organizing meetings, ensuring availability of meeting rooms, external venues, equipment, and materials as required
  • Circulating notices of meetings, agendas, papers etc in good time to those attending
  • Minute taking for Board and sub-committee meetings.
  • Arranging travel and accommodation for directors and members of the Board providing assistance wherever the meetings may be.
  • Making catering arrangements for all above meetings.
  • Contributes to team effort by accomplishing related results as needed.
  • Planning and organizing the monthly staff meetings ensuring that there is a Chair and Minute taker per meeting.

Knowledge and Experience

Required Experience/Skills

  • University degree in Business Administration or related field
  • Must have at least 4 years’ experience of being a EA /PA at Director level, undertaking full range of duties commensurate with the role including extensive diary and email management and travel arrangements
  • Experience of providing administrative support, including minute taking, for Board and sub-committees
  • An organized and methodical approach and the ability to juggle competing priorities, both in terms of forward planning and reactive work in relation to unplanned occurrences
  • Excellent communication skills with the ability to create a positive impression of FTA in person, writing or by telephone
  • Discretion, tact and diplomacy (essential that the post holder maintains complete confidentiality of information disclosed at management or Board meetings etc)
  • Ability to write clear and concise letters, papers and reports for internal and external use
  • Experience of collating information to provide initial short briefing documents for the Directors
  • Able to organize and plan work on own initiative, as well as working with a variety of different people  Ability to perform well under pressure
  • Calm disposition, flexibility and proactive approach
  • Demonstrable skills in using MS Office applications especially Word, Excel, Outlook and PowerPoint  Experience of being a EA to more than one person
  • Knowledge of Ethical Trade and Fairtrade in particular is an advantage


  • Experience in the field of development cooperation and NGO’s
  • Experience in working with producer organizations

The following are core competencies required for the role:

  • Passionate commitment – This competency shows you have a passion, dedication, and proactively can show your support for FTA.
  • Embracing change – This competency is about you showing you are flexible and responsive to changing needs. It is about innovating, doing something new or differently.
  • Working together -This competency is about how we all relate to one another – either as Line Manager and Team, the Team itself, or colleague to colleague.
  • Knowledge management – This competency is about working in a way that promotes, information and knowledge sharing to the team and our broader network.

Notes: This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process.

How to apply:
Application Deadline: 27th February 2014

An application form (CVs will not be accepted) can be found on the jobs and volunteering page of our website If you have any queries, please e-mail or call +254202721930 and ask to speak to a member of the HR team. Qualified applicants will be subjected to background checks as a condition of employment. The final hiring decision is anticipated Mid-March for a start date of April. Completed applications should be e-mailed to All applicants should state how they meet essential requirements of the post and include their email address, telephone contacts and three referees with contact details on the application form.

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Published at 17-02-2014
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