Provide office management, secretarial and administrative support for the Director.
Arrange appointments and meetings with governments, tripartite partners, diplomatic missions and other institutions within the sub-region and maintain Director's calendar of appointments and contact list.
Liaise with Personal Assistants/Secretaries of UN Resident Coordinator's Office/UN Heads of Agency in Tanzania on matters of Delivering as One, inter agency meetings, missions of high-ranking officials and ensure prompt, appropriate information and documentation are brought to the attention of the Director.
Perform liaison duties with other sections in the Country Office and TC projects in Kenya, Rwanda, Tanzania and Uganda. Print out received requests for travel, excols, agreements, leave, etc. for Director's approval and ensure prompt response to these requests. Transmit in time, salary instructions, requested EPAs etc. to projects in Kenya, Rwanda and Uganda.
Receive visitors, telephone calls and transmit messages for Director's attention and answer queries with discretion.
Receive screen and route correspondence to and from the Director, ensure all necessary background information is attached. Review for accuracy and clear all correspondence for signature.
Select and abstract urgent incoming mail for Directors attention. Undertake searches for information for follow up/or action.
Participate in organization and preparation of staff or special meetings and take minutes and/or notes, Make all important arrangements in regards to facilitating/conducting workshops and seminars
Analyze, record, assign or monitor the distribution of mail, correspondences (often confidential) and documents to staff of the work unit. Recommend deadlines and follow up dates, and coordinate responses .Follow up on the status of work in progress involving the preparation of correspondences and reports. Draw the attention of the supervisor to matters requiring immediate and/or personal attention.
Prepare routine and draft non- substantive letters as advised. Prepare informal translations.
Draft non-substantive correspondences and ensure follow up. Review and correct correspondences, reports, documents prepared by other staff for format, spelling and grammar, especially for Directors signature.
Type correspondence, documents, reports, etc. Sort copies to relevant files and arrange letters for dispatch and pouch delivery on time.
Prepare TAs from Fixest and collect necessary materials for use on official missions.
Make hotel reservations and organize airport transfers. Collect, solicit and coordinate briefing materials for the supervisor's missions and meetings, ensuring that submissions timetable are adhered to.
Maintain the travel plan of the Director, make travel arrangements, monitor travel planned and undertaken and prepare related updates to track use of funds. Provide orientation and guidance on procedures to other general service staff.
Maintain files for Heads of Agency meetings, outgoing and incoming mail.
Facilitate information sharing from the Director's office and within the office.
Perform other tasks related as requested by the ILO Country Director.
Education:Advanced secondary school or other relevant field
Languages:Excellent command of English is required.
Experience:Formal secretarial training with at least five years of relevant experience in the secretarial field.
Experience working with international organization is an added advantage.
Applications: Applications including a one page essay detailing how their work experience and qualifications meet the specific duties of this post to be submitted to email@example.com
Deadline: Apr 13, 2012