Secretary (ITC ILO)

Background

The Ministry of Finance and Economic Planning (MINECOFIN) has awarded the International Training Centre of the ILO (ITCILO) a contract for "Twinning Arrangement between School of Finance and Banking (SFB) and ITCILO for Public Procurement Capacity Building in Rwanda".

The main objectives for the assignment are for ITCILO to conduct a Needs Assessment, conclude an overall institutional strengthening strategic plan, and to establish a Training Programme including certified Training of Trainers of a core national team of 30 Trainers, certified short term courses, and a Master Programme in Procurement with an e-learning platform.

Within the scope of activities of this assignment and with a high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds, ITCILO is recruiting a Secretary to provide general secretariat support services for meetings, maintenance and follow up of Project Account, overall Project Reporting, Project Operations, and Project Coordination in Kigali ensuring the timely and successful completion of the Assignment.


General Job Description Duties:

1. Word process a variety of Documents (correspondences, reports, tables, presentations,anuscripts) using appropriate software. May be required to take dictation and transcribe from tape recordings. Corrects syntax, punctuation, and grammar as well as the proper formatting of material and documents prepared by others to conform with house requirements. Send faxes and electronic mail. May be required to update specialized databases and/or websites.
2. Screen, log as necessary, and redirect mail and correspondence. Inform and remind responsible staff of follow-up dates and monitor deadlines for response or specific actions. Draft standard correspondence in one language and type in two languages. Follow up on administrative actions.
3. Create and maintain the work unit's filing and reference systems. Clarify needs with professional staff for document specifications and location for easy search and reference purposes. Maintain the unit's stationery and other basic supplies.
4. Provide general secretariat support services for meetings, maintenance and follow up of Project Account in Kigali, overall Project Reporting, Project Operations, and Project Coordination.
5. Receive, assess and refer telephone and personal enquiries in two languages to the appropriate staff for reply and respond to general enquiries. Make appointments for the Resident Project Coordinator and professional staff of the unit, receive visitors. Initiate travel arrangements.

Location: Kigali, RWANDA
Application Deadline: 12-Sep-11
Type of Contract: STA Local
Post Level :GS-4
Languages Required: English
Duration of Initial Contract: 9 Months


Additional information
Education - Secondary School or Commercial School (or higher)
Experience - Four years' secretarial experience
Languages - Excellent knowledge of one of working language and good working knowledge of a second to answer queries, route mail, and receive visitors (Noting that the official language adopted for the project is English).

Competencies

• Ability to use word processing software and email.
• Knowledge of house rules for the preparation of documents and of the use of filing systems.
• Ability to reply in an appropriate manner to telephone and in-person enquiries.
• Ability to work well with colleagues.
• Ability to organize own work.
• Ability to search internet.
• Ability to use other software packages required by the work unit (e.g. for maintaining accounts, for presentations/slide show, for Contacts Register, Schedules and Reminders).
• Knowledge of software necessary for updating websites may be required.
• Knowledge of procedures for creating and maintaining the file system.
• Knowledge of procedures for preparing administrative forms.
• Ability to obtain services for completion of tasks from other work units inside or outside the office.
• Ability to evaluate correspondence and enquiries for best course of action.
• Ability to process the work through computers and to using scanners, printers, and photocopiers.