Monday, Jun 18, 2018

Vacancy Announcement

INTERGOVERNMENTAL AUTHORITY ON DEVELOPMENT (IGAD)

 

Job title:

Administrative Assistant

Job Group:

General Support

No of Vacancies

1

Accountable to :

Human Resource & Administration Officer

Division/Department

Finance and Administration

Program / Project Number

IGAD - IGAD Climate Prediction and Applications Centre, Nairobi Kenya.

Location of assignment

 

IGAD/ICPAC Office, Nairobi

Nationalities eligible to apply

 

Kenya Nationals Only

Expected Start Date

1st August 2018

Duration of the Assignment

 

 

The contract is for a period of 5 years, renewable at the end of period, based on the availability of funds and satisfactory performance

 

  1. Overall Purpose

Provide administrative support in a manner that ensures efficient service delivery.

  1. Core Duties and Responsibilities
  • To organise events and meetings including booking venues, arranging for transport and accommodation, ensuring that documents are circulated on time etc. within the budget provided.
  • Liaise with the insurance supplier on renewals of all insurances and ensure appropriate coverage in a timely manner.
  • Manage petty cash provided for administrative functions as per the guidelines issued by Finance.
  • In consultation with the HR and Administration Officer, provide administrative support in the recruitment and training of junior staff.
  • Manage correspondence and maintain up to date records/ filing system to ensure tracking, follow up of information and facilities retrieval of documents.
  • Maintain and update inventory of office furniture, fittings and equipment and motor vehicles.
  • Regularly check the state of repair of the offices, furniture and fittings and take corrective action.
  • Perform the secretarial and reception duties as required.
  • Supervise office cleanliness, sanitary hygiene, health and safety.
  • Supervise the support staff (Secretary, Driver and Office Assistant) to ensure effective delivery of services.
  • Oversee provision of services to staff such as tea and water.
  • And any other duties that may be required from time to time. 

iii.        Minimum Qualifications and Experience

  • A Diploma in Business Administration or Secretarial Studies
  • Eight (8) years experience in administration in a busy office
  • Computer literacy 
  1. Key Skills and Competencies
  • Strong organisation and administrative skills
  • Supervisory skills
  • Petty cash management experience
  • Excellent computer skills
  • Interpersonal and relationship maintenance skills
  • Excellent communication skills
  • Fluency in English
  • Knowledge of French is an advantage 

How to apply 

Only candidates who meet the profile of the minimum qualifications, experience and core competences stated above can apply. Application accompanied by the candidate’s detailed CV, copies of both academic and professional certificates and testimonials, names and addresses of three reputable referees and give the candidate’s contact details must be addressed to the following address and must be e-mailed / submitted in such a way that they are received on or before 2:00pm on 12th July 2018. Any proposal received after this deadline will not be considered. The for application with the sublect line “Application Administrative Assistant - ICPAC ”should be made to: 

The Director, Administration & Finance, IGAD,

Avenue Georges Clemenceau,

P. O. Box 2653

E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.,

Djibouti, Republic of Djibouti

 

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