Office Management Assistant

The Civil Aviation, Safety and Security Oversight Agency (CASSOA) an Institution of the East African Community in Entebbe Uganda, is charged with the responsibility of overseeing the harmonization and operationalisation of the air safety rules and regulations in the East African Region.

EAC- CASSOA is establishing a Centre for Aviation Medicine (CAM) as a unit of the Agency which will be responsible for the specialised functions of the Agency related to aviation medicine

Applications are invited from qualified citizens of East Africa for the following position in the East African Community Safety and Security Oversight Agency (CASSOA)

JOB TITLE:	Office Management Assistant
GRADE:	General Staff Grade G5
REPORTS TO:	The Medical Assessor (Functionally) / PHRA (Administratively)
DUTY	CASSOA Headquarters Entebbe, Uganda or any other CASSOA office
STATION:	in East Africa

Main purpose of the job

Provides efficient secretarial and administrative services to the Agency’s Centre for Aviation Medicine (CAM)

Duties & Responsibilities:

1. Coordinates CAM office functions with other offices/divisions;

2.    Keeps office organized and performs general clerical work including creating and maintaining appropriate CAM records as well as storage of documents, books & audio/visual materials and filing systems;

3. Provides secretarial services for meetings, workshops and seminars;

4. Maintains control files of matters in progress and follow up to ensure that actions are completed;

5. Coordinating and maintaining daily schedules and calendars of the CAM in consultation with Medical assessor and coordination with CASSOA headquarters secretariat to assist with managing workday and utilizing time efficiently.

6. Drafting or independently writing internal and external correspondence and other communication as may be advised

7. Coordinating travel arrangements with Agency’s designated travel agent, arranging travel schedules and reservations as may be directed.

8. Handling incoming calls, emails and CAM related correspondence daily, routing inquiries/requests to appropriate individuals for response, following up, and providing any coordination necessary to ensure response occurs in timely, efficient manner.

9. Plans, organizes and implements special events/meetings, including inviting individuals, hotel accommodation, date reminders to potential participants, confirming attendance, transportation, meals, daily agenda, as may be directed

10. Maintains proper levels of required office supplies including office stationery and sundry items and ensures maintenance of office equipment

11. Liaise with relevant functions to ensure timely payments of the CAM’s suppliers through confirmed bills and invoices

12. Perform any other duties as may be assigned from time to time.

Qualifications & Experience:

1. First degree or a higher national diploma in secretarial / office management or related discipline with

2. Solid knowledge of Microsoft Application Package and at least 3 years experience in a busy office in a comparable position.

3. Paramedical training  and relevant experience

Knoledge and experience in civil aviation regulatory requirements will be an added advantage.

Skills and competencies

1. Administrative and organizational abilities,

2. Ability to multitask, communicate effectively with individuals at all levels verbally and in writing,

3. Ability to supervise other support staff, and handle details of a highly confidential and critical nature.

TERMS AND CONDITIONS OF SERVICE:

This is an established position within the CASSOA organization structure which has tenable contract term of five

(5) years renewable.

SALARY AND FRINGE BENEFITS:

The established positions offer competitive salaries and attractive fringe benefits including house allowance, transport allowance, education allowance, a medical scheme and insurance cover.

HOW TO APPLY:

Interested candidates should submit their applications quoting the reference number of the position applied for by registered mail, courier, email (all soft copies should be in MS Word or Acrobat) and dispatch together with Curriculum Vitae, copies of both academic and professional certificates and testimonials, names and addresses of three referees, and day time telephone/cell phone numbers to be received not later than 4^th October 2013 to:

The Executive Director

EAC CASSOA

P O Box 873,

ENTEBBE

UGANDA

Email:  recruitment@cassoa.org