PASGR is hiring an Executive Assistant/ Human Resources Officer to provide executive support, coordinate HR activities, manage employee records and assist with organizational administration. The role is based in Nairobi and experience in human resource management is required.
The
Position
The job holder will be responsible for developing and executing PASGR’s human resource strategy, policies, processes and procedures in line with the overall corporate objectives in the areas of organization design, talent management, resourcing and organization cultures.
The level of responsibility associated with the position as an Executive Assistant and HR Officer will require the job holder to work independently, and with a high degree of diplomacy and sensitivity for confidential issues.
Key Responsibilities
Executive
Office Support to the Executive Director
- Manage ED’s calendar/diary and prioritize multiple tasks for the
effective functioning of the ED’s office, ensuring appointments and
meetings are efficiently organized, coordinated and logistical
arrangements to enable the ED to operate effectively.
- Organize, co-ordinate meetings and prepare minutes and compile
background materials (briefing notes and talking points) for SMT and
external meetings with officials from a diverse international stakeholder
network.
- Serve as the primary point of contact for internal and external
stakeholders on behalf of the ED, ensuring effective communication and
documentation to and from the ED’s office while ensuring confidentiality.
- Coordinate the ED’s multi–time zone calendar, prioritizing meetings
with key stakeholders including government officials, donors, and
partners, and coordinating logistics for international trips with over.
- Streamline communication between the ED’s office and Senior
Management Team (SMT) and Staff by facilitating regular briefing process
and expediting decisions on key strategic priorities.
- Draft and refine the ED’s correspondence, talking points, and
presentations for audiences ranging from African Union ministers to farmer
organizations, ensuring messages are clear, consistent, and mission
aligned.
Facilitate
and Support Activities of the Board of Directors
- Manage sensitive board documents and action items, handling
distribution, tracking deadlines, and following up with respective
parties, to improve board meeting readiness and accountability.
- Support leadership alignment by organizing executive retreats and
strategy sessions, coordinating agendas, materials, and logistics so
senior leaders could focus on collaboration and planning
- Coordinate board and donor meetings, including scheduling,
logistics, materials preparation, and minute-taking.
- Plan, coordinate, monitor and make complex travel and logistical
arrangements for the ED, Board and the SMT.
- Arrange travel amenities as needed, including visas, flights,
accommodations, travel insurance and itineraries, while catering to all
preferences and special requests.
- Maintain hard copy and electronic files and reference materials for
the ED’s office and ensure safekeeping of confidential records as
required.
- Support Programmes and Institutional activities as directed by the
ED while tracking progress, deadlines, and deliverables, ensuring
follow-through on assigned tasks.
Human
Resources Management
- Support the Eds office to execute PASGR’s human resource and talent
strategy as it relates to current and future talent needs, recruiting,
retention, and succession planning.
- Manage the talent acquisition process, which includes recruitment,
interviewing, and selection of qualified applicants;
- Collaborate with programme managers to understand skills and
competencies required for open positions.
- Coordinate onboarding and orientation of all new employees, resolve
employee relations issues, coordinate and manage resolution of employee
disciplinary, grievances and complaints as well as the employee separation
process.
- Coordinate the implementation of the process of staff performance
management system including supporting the Board in the appraisal process
of the Executive Director.
- Ensure accurate and safe custody of relevant HR records including
staff personnel files and payroll documents ensuring data integrity is
maintained within PASGR records and systems.
Policy
Documentation and Implementation
- Coordinate the implementation of PASGR’s human resources management
information systems.
- Implement the Human Resources Policy and fast track institutional
efficiency.
- Analyse trends in compensation and benefits; research and propose
competitive base and incentive pay programs to ensure the PASGR attracts
and retains top talent.
- Develop staff learning and development programs and initiatives that
provide internal development opportunities for employees.
- Review and lead the drafting of policies and procedures on human
resources and administration matters for consideration and approval by the
Board.
- Advise the ED, the SMT and the Board appropriately on matters HR.
- Facilitate documentation of all institutional policies at the
disposal of the ED.
Office
Administration
With
support of an Office Administrator or HR Assistant, under your
supervision, you will be responsible for supporting the implementation of
PASGR’s logistical and administration strategies including:
- Supervise day-to-day operations of all administrative and logistical
support areas to ensure PASGR’s smooth running including office space,
access and safety, furniture and equipment, and other administrative
contracts.
- Administration of staff welfare and benefits requirements including
but not limited to medical cover, group life /accident cover, employee
liability policy, pension scheme and staff association welfare.
- Any other related responsibilities that may be assigned by the line
manager from time to time.
- Manage partnerships with other organizations by initiating MoUs,
Letter of Intention to collaborate etc.
Qualifications
Education:
- Bachelor’s Degree in relevant disciplines (like Law, Human Resources
or Social Sciences) from internationally recognized University.
Experience:
- Minimum of eight (8) years relevant working experience of
progressively relevant and practical experience in Executive Office
Support.
- Human Resources management preferably in an international
organization or in medium sized private sector firm.
- Experience delivering high-level administrative, governance, and
operational support to C-suite executives, Boards, and leadership teams
across multinational organizations, and NGOs.
- Strong expertise in executive office management, board coordination,
diary and travel management, governance support, and stakeholder
engagement within complex, fast-paced environments.
- Proven ability to manage executive offices, board processes,
budgets, major events, international travel, and organizational
transitions, including office set-ups and global board engagements
involving multimillion-dollar budgets.
- In-depth knowledge of Kenyan labour laws and all related statutes
and HR best practices.
Essential
knowledge and skills:
- Excellent relationship management skills necessary for interaction
with stakeholders at country, regional and multi-lateral level including
V-VIPs.
- Highly organised with the ability to work independently with minimum
supervision.
- Demonstrate high level of integrity, confidentiality, discretion,
communication and Interpersonal skills.
- 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.
- Experience in Executive Support, Board Administration, Calendar
Management, Travel Coordination.
- Experience handling Meeting Minutes, giving Governance Support, and
Stakeholder Coordination.
- Budget Management, Executive Communications, Board Inductions,
Leadership Coordination, Confidential Administration, and Executive
Scheduling.
- Conversant with Event Planning, Office Operations, Diary Management,
Report Preparation, Presentation Support, Cost Control, Vendor
Coordination and Document Management.
Additional Skills
- Proficient in MS Office and knowledge of Human
Resources Management Systems (HRMS) is a plus.
- Communication: Excellent written and verbal communication
skills in English to effectively share insights and recommendations.
- Stakeholder Engagement: Strong interpersonal skills
to collaborate with diverse teams and stakeholders involved in development
projects.
- Organizational & Coordination: Strong organizational and
coordination skills to manage complex activities and deadlines.
- Curiosity and Creativity: An analytical mindset with
a curious nature to explore different approaches and creative solutions
for current and future challenges.
- Attention to Detail: Meticulous attention to
detail to ensure the accuracy and reliability of information recorded and
communicated.
How to Apply
Interested
candidates for the role are required to submit a formal application for this
position. All applications should include:
- A cover letter explaining their interest in the position, and
relevant experience.
- A CV/resume, demonstrating relevant experience and including contact
information (5 pages maximum).
Applications
should be submitted with the subject clearly indicating “EA/ED/2026:Executive
Assistant” to recruitment@pasgr.org
