SENIOR PERSONAL SECRETARY : East African Science and Technology Commission

The East African Community (EAC) is the regional intergovernmental organization of the Republic of Kenya, the Republic of Uganda, the United Republic of Tanzania, the Republic of Rwanda and the Republic of Burundi with its headquarters in Arusha, Tanzania.

The EAC mission is to widen and deepen economic, political, social and cultural integration to improve the quality of life of the people of East Africa through increased competitiveness, value added production, trade and investments.

This is an exciting opportunity for highly motivated and result-driven professionals who are citizens of East African Community Partner States (Burundi, Rwanda, Kenya, Tanzania and Uganda) to apply for the following position:

SENIOR PERSONAL SECRETARY– (REF: EAC/HR/2014-2015/004)

Grade: G5

Reports to: Executive Secretary
Organ/Institution: East African Science and Technology Commission (EASTECO)

Station: Kigali, Rwanda

Position Summary

To manage, provide and coordinate office and secretarial services in the Executive Office.

Duties and Responsibilities

• Manage the Executive Office, provide secretarial services and securing of office and information;

• Provide administrative support for official travel arrangement, including itinerary arrangement, clearance, tickets and other necessary travel documents;
• Arrange for timely requisition of office supplies and stores;
• Facilitate information sharing between various directorates, departments and stakeholders;
• Prepare briefing materials for meetings, appointments, and taking minutes;
• Receive, attend to and direct clients and ensure good customer relations;

• Manage and update office diary, arrange for appointments, meetings, and following up on deadlines, commitments made and action taken;
• Create and maintain appropriate record and file sub systems  for the office;

• Transcribe and draft official correspondences and memoranda; and
• Perform other related duties assigned by the Executive Secretary.

Key Qualifications and Experience

• Diploma in secretarial training. Higher qualification is secretarial training will be an added advantage

• Ten years relevant experience, five (5) years of which should have been served in an office of a busy organization

Skills and Competencies

• Excellent organizational  and planning skills, with the ability to multi task;
• Very strong communication skills (listening, questioning and written );
• Excellent interpersonal skills;
• Ability to exercise discretion in dealing with confidential or sensitive matters/documents.
• Proficiency in Microsoft Office applications

Duration of Contract:  Five (5) years, renewable.

Terms and Conditions of Service

All positions are subject to the application of the Quota System while the Drivers positions under the General Support Staff category are subject to recruitment under local terms and from the host country only.

Fringe Benefits

All posts offer attractive fringe benefits including housing allowance, transport allowance, education allowance, a medical scheme, and insurance cover. These benefits are only for established positions.

Education Qualifications

All candidates applying must have qualifications that are recognised by the relevant national accreditation body in their respective countries. This condition is applicable for locally and internationally attained qualifications.

All professions that require registration with the specific professional bodies will be expected to do so in compliance with the requirements of their countries. Examples include: Accountants, Auditors, Engineers, Procurement Specialists, and Medical Personnel.

Relevant Working Experience

Relevant working experience in this regard refers to post highest required education work experience. Internship, training, apprenticeship and clerkship will not be considered as relevant work experience. The same will apply for any experience attained before professional certification where relevant.

Equal Opportunity

The EAC is an equal opportunity employer; therefore, female candidates are particularly encouraged to apply. EAC will only respond to those candidates who strictly meet the set requirements.

How to Apply

If you believe you are the right candidate for the above positions, send your application, detailed curriculum vitae, photocopies of academic certificates, and names and contact details of three referees.

Please quote the respective reference number on both on the application letter and envelope. For electronic submission, please quote the respective reference number on the subject of the email and send to the address given below.

Applications should be submitted to the address below no later than Monday, 10th November 2014.

Please note:

1. You may submit your application either electronically or in hard copy but not both.

2. Applications which do not: indicate nationality and age; the reference number; or have an application letter attached; have certified copies of academic certificates; or fail to provide three referees will be disqualified.

The Director,

Executive Selection Division

Deloitte Consulting Limited 10th Floor PPF Tower

Cnr of Ohio Street & Garden Avenue:

P O Box 1559 Dar-es-Salaam, Tanzania Fax +255(22) 2116379

E-mail: esd@deloitte.co.tz www.deloitte.com