The Intergovernmental Authority on Development (IGAD) has received funds from the European Union (10th EDF) through the Regional Integration Support Programme (RISP II). The funding is to support IGADs integration agenda to be coherent and in line with other regional integration activities in the ESA-IO region.
The Secretariat intends to use part of the funds to recruit an Administration assistant for purpose of building capacity and re-enforcing management of the IGAD Secretariat.
Applications are invited from suitably qualified individuals from the IGAD region for the following position tenable at the IGAD Secretariat in Djibouti or at the IGAD Nairobi Liaison office.
Organization : IGAD Secretariat
Job Title: Administrative Assistant
Grade: GS4
Accountable to: The Human Resources and Administration Officer
Duty Station : Djibouti/Nairobi Liaison Office
1. Job Summary
Under the general guidance of the Human resources and Administration officer the Administrative Assistant will provide administrative staff support; Manages daily administrative operations of the Secretariat, provides direct supervision to subordinate employees including planning, assigning and organizing work.
2. Core Duties & Responsibilities:
The incumbent shall:
1. Assists in staff operational support activities as a liaison with divisions and other operational units in resolving day-to-day administrative problems;
2. Provides administrative support such as assisting visitors, responding to inquires;
3. Schedules and coordinates meetings, events, travel and accommodations arrangements and/or other similar activities;
4. Establishes, maintains and updates files, databases, records and/or other documents, develop and maintain effective soft and hard copy filling systems;
5. Manages and updates confidential files and records, ensuring that ethical and legal guidelines are maintained;
6. Sorts, screens, reviews and distributes incoming and outgoing mail, composes, prepares, or ensures timely responses to a variety of routine written enquiries;
7. Prepare and issue local purchase orders after approval by authorized officer.
8. Purchase office supplies on competitive basis and store for issuance.
9. Issue fuel coupons for approved vouchers
10. Develop Fixed asset register and update as and when required
11. Manage transport services of the Secretariat
12. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the Secretariat, as appropriate including maintenance, inventory management, logistics security;
13. Produces general memoranda, presentations and reports as directed by human resource and administration officer;
3. Minimum Qualifications & Experience:
Diploma in Social Science (Business management, public administration)
At least 5 years experience directly related to the duties and responsibilities specified
4. Key Skills & Competencies:
• Ability to supervise employees, including organizing, prioritizing and scheduling work assignments
• Communicate effectively, both orally and in writing
• Gather data, compile information and prepare reports
• Make administrative/procedural decisions and judgments
• Analyze and solve problems
• Demonstrated ability to maintain confidentiality
• Skills in Records maintenance; Database management
• Computer literate
5. Duty Station
The position will be based at the IGAD Secretariat in Djibouti or at the Nairobi Liaison office with occasional visits to satellite offices in the region.
6. Terms and conditions of Service
This position is EU funded and is a non established position whose contract terms are limited to the period of support; it may be renewed subject to performance and extension of the funding. The post offers attractive consolidated remuneration package.
7. How to apply
Interested candidates should submit their applications accompanied by a detailed CV, copies of both academic and professional certificates and testimonials, names and addresses of three reputable referees, contact details (e-mail, telephone) should be sent by registered mail, courier service or by email in MS Word to:
The Executive Secretary,
Intergovernmental Authority on Development,
P. O. Box 2653, Djibouti, Djibouti
E-mail: igad@igad.int ;
copies to
RISP II Coordinator and Director, Finance and Administration:
Yufnalis.okubo@igad.int
Florence.musoke@igad.int
debrework.andarge@igad.int
All applications should be received not later than 15th June 2012.
IGAD is an equal opportunity employer. Female candidates are encouraged to apply.
IGAD Secretariat shall only respond to shortlisted candidates.
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