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Ref:
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CS/HR/1/3/JM
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30th July, 2013
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CALL FOR APPLICATIONS
INTRODUCTION AND BACKGROUND
The Common Market for Eastern and Southern
Africa (COMESA) is a regional grouping of 19 African States which have agreed
to promote regional integration through trade development, investment promotion
and transport facilitation. More information can be obtained from the COMESA
website www.comesa.int.
Applications are invited from suitably
qualified Nationals of COMESA Member States resident in Zambia to fill the
following vacancy at the Common Market for Eastern and Southern (COMESA)
Secretariat, Lusaka. COMESA is an equal opportunity employer.
POST: PROGRAM ASSISTANT
(ONE NON-ESTABLISHED POST)
Functions
Under
the direct supervision of the United States Agency for International
Development (USAID) Program Coordinator, the incumbent will perform the full
spectrum of program support and office management functions required for the
effective functioning of the COMESA Program Managers in the Program Areas of
Trade, Investment, Infrastructure, Agriculture,
Environment and Conflict Mitigation and Reconciliation.
(i)
Assist the Program Coordinator and Program
Managers in the preparation of proposal for funding by USAID;
(ii)
Assist with monitoring and implementation of
programme activities involving extensive liaison with the field manager;
(iii)
Assist to coordinate field-based program
support activities (conferences, workshops and meetings) in collaboration with
the Program Managers; Technical Advisers, and the USAID Team;
(iv)
In collaboration with the Program Secretary,
provide support in logistical arrangements for the office and staff on mission;
(v)
In
collaboration with the Programme Accountant, ensure that the Programme
Manager incur cost according to the approved
activities and follow up on retirement of disbursed fund for travel, workshops,
meetings, estimating funds for advance claims to USAID etc;
(vi)
Organize local program of meetings and
relevant logistics and requirements and travelling .conditions under COMESA and
USAID organizational provisions;
(vii)
Maintain relevant computerized database to
enable periodical report of financial status of programmes implemented;
(viii)
Estimate
and cost travel stipends, workshops, conferences, etc;
(ix)
Provide
support to the Programme Coordinator and take minutes of meetings;
(x)
Maintain accurate and detailed calendar of
events and schedules related to the assigned programmes to ensure activities
occur as scheduled;
(xi)
In collaboration with the Monitoring and
Evaluation Expert, collect monthly, quarterly, annual and activity reports from
all Program Managers for dissemination to Management and the USAID;
(xii)
Provide support on logistics, including
management of office equipment, maintenance, ordering of stationery, keeping
inventory of all assets;
(xiii)
In
the absence of Programme Coordinator, ensure the proper running of the office
and also follow up on pending issues with relevant officers in the
Secretariat,
development partners and USAID Offices;
(xiv)
Provide assistance to the compilation of
programme documentation, e.g. work plans, progress reports, power point
presentations, promotional materials. Assist with formatting, editing and
translation of materials;
(xv)
Establish and maintain a programme-related
database containing all contacts in sub-regional and national development
partner organizations;
(xvi)
technical institutions, individual experts
and contractors, establish and maintain a filing system containing working
documents, reference materials, correspondence and reports, and records
necessary for daily project support; provide information for budget creation or
amendment;
(xvii)
Initiate actions required for programme
activities, including the recruitment of consultants, travel authorizations,
requisition of contracts, goods and services and monitor follow-up;
(xviii)
Work closely with all staff of the
Secretariat and the Programme Managers to ensure smooth running and
implementation of program activities under the IPAA; and
(xix) Perform
any other duties as required by the Programme Coordinator which can be
reasonably expected of the Programme Assistant.
Professional
Experience, Qualifications and skills required
This
position requires a dynamic and experienced Program Assistant, who is well
organized and meticulous in following things through, while being proactive in
finding innovative solutions to bottlenecks encountered. The successful
candidate will have excellent organizational and communication skills, combined
with a strong client orientation. He/she must be prepared to work odd hours at
times when necessary. Must be a strong communicator and have good customer
service. Ability to multi-task and manage time well. Quick learner who focuses
on high productivity and results. Professional, friendly, and enthusiastic
personality. Self starter with a proactive attitude who can anticipate needs.
Qualifications and
Competencies:
The candidate must at
least have:
(i)
A degree in Project Planning and Management
or any management field such as Business Administration, etc.;
(ii)
Minimum of 2 years of relevant experience,
preferably in an international organization, at a progressively responsible
level;
(iii)
Experience in programme preparation and
management support activities in national or regional organizations;
(iv)
Previous
experience with USAID would be an asset;
(v)
Strong computer skills in various MS Office
applications (Excel, Word, PowerPoint). Familiarity with modern software
packages including the ability to adapt quickly to software upgrades;
(vi)
Strong
organizational and communication skills;
(vii)
Ability
to work in a team environment;
(viii)
Ability to work under minimum supervision
with efficiency, competence and integrity and in harmony with people of
different cultural and national backgrounds and to meet deadlines;
(ix)
Ability and experience across a broad range
of programme and administrative functions: budget/work programme, human
resources, database management, etc;
(x)
Fluency
in English. Knowledge of French language is an added advantage;
(xi)
Effective organizational skills and ability
to prioritize own work programme and that for more junior staff;
(xii)
Experience working with people of diverse
cultural, education, socio-economic, and linguistic backgrounds;
Terms of Appointment
for the Post of Program Assistant
Type
of contract : COMESA non-established staff contract.
Budget : COMESA/USAID
Integrated Partnership Assistance
Agreement (IPAA).
Remuneration : An
all inclusive Salary
based on COMESA
non
Established Staff
conditions of service
and
commensurate with qualifications and
experience.
Duration of
Appointment : The contract will run
from the date the successful
candidate takes
up the appointment
preferably 1st
October 2013 up to 30th
September 2014, renewable
subject to performance and
availability of funds.
CONDITIONS OF
APPLICATION AND SUBMISSION DEADLINE
Persons interested
in the post
must submit a
duly completed COMESA
Job
Application Form which can be obtained from the following
link on the COMESA website:
http://www.comesa.int/index.php?option=com_content&view=article&id=4&Itemid=50
The
dully completed COMESA Application Form should be submitted together with
copies of academic and professional certificates to the following address:
The Director of
Administration
COMESA Secretariat
COMESA Centre
Ben Bella Road
P O Box 30051
LUSAKA, Zambia.
Preferably, electronic applications with attachments can
be sent to the following email address:
E-mail: recruitment@comesa.int
Closing date of receipt of applications is
Friday, 16th August, 2013. Please
note that only shortlisted candidates will be contacted.
PROGRAM ASSISTANT , LUSAKA , ZAMBIA
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