Job Title: Programme Administrative Assistant
The East African Community ( EAC), the Common Market for Eastern and Southern
Africa (COMESA) and the Southern African Development Community (SADC) are jointly
implementing a Programme on Climate Chang e Adaptation and Mitigation in the Eastern
and Southern Africa (COMESA-EAC-SADC) Region under the COMESA-EAC-SADC
Tripartite framework. The overall objective of the Programme is to address the
impact of climate change through successful adaptation and mitigation actions
aimed at building socio-economic resilience of communities through Climate-S
mart Agriculture (CSA). The Programme is intended to increase investments in
climate resilient and carbon efficient agricultural practices and strengthen
linkages between agriculture, f orestry, and other land uses (AFOLU) and renewable
energy practices in the COMESA-EAC- SADC Member/Partner States.
The EAC Secretariat has received funding from the Government of Norway; the
European Union; and the Government of the United Kingdom and Northern Ireland
through COMESA towards the implementation of the Programme. Part of the funds
will be directed towards supporting positions established as part of the
Programme Management Unit ( PMU) that will be charged with providing technical,
coordination and administrative functions to be implemented by EAC individually
and jointly with the other Implementing Partners (COMESA and SADC).
Applications are therefore invited from suitably qualified citizens of East
Africa for the following position tenable at the EAC Secretariat in Arusha,
Tanzania.
PROGRAMME ADMINISTRATIVE ASSISTANT
(REF: EAC/HR/2012-2013/060)
Grade: Equivalent to G5 Administrative/Technical Support Staff Grade
Directorate: Productive Sectors
Reporting to: Climate Change Coordinator
Main purpose of the job:
To perform general office management duties including maintaining of office records,
assist in procurement and other office logistical and administrative support
and financial management functions including efficient and effective financial
accounting.
Duties and Responsibilities:
1. Preparation of programme documents including preparing invitation letters,
background papers, programme and agenda, processing of requisition forms
procurement of goods and services in accordance with EAC procurement
procedures;
2. Managing the programme calendar of activities in accordance with the work
plan;
3. Assist in keeping a register of project equipment and maintenance of office
equipment
such as fax, photocopier, telex; and
4. Providing clerical and secretarial support;
5. Ensuring regular supply of office supplies: stationeries, refreshments,
utilities, IT supplies, etc;
6. Providing programmatic administrative and logistical support;
7. Arranging travel for Programme staff: flight booking, hotel booking for
local and overseas travel following internal procedures;
8. In liaison with the Registry, handling incoming and outgoing
correspondences/ mails and draft routine correspondence in response to
enquiries on relevant administrative, finance, personnel matters;
9. Maintaining current database of distribution lists, phone/address lists of
project contacts and distribute documents; and
10. Promote a positive corporate culture and image of the Community.
Qualifications and Experience
Diploma in Communications, Information Management, Public Relations, or any
other related field; excellent Information Communications Technology skills:
including proficiency in Microsoft Office software and knowledge of databases
management and information systems and Internet tools and good command of
English language;
Minimum of five (5) years experience in spearheading communications,
information management and public relations activities.
Skills and Competencies:
Proven success record in policy advocacy and campaign, corporate marketing and
branding in a busy environment; membership of a professional Association of
Public Relations Practitioners will be an added advantage; and experience in
project management, administration will be an added advantage.
TERMS AND CONDITIONS OF SERVICE
These are non-established project positions tenable at the EAC Secretariat
Headquarters in Arusha, Tanzania. The positions are supported by COMESA through
donor funds provided by the European Union, the Royal Norwegian Government and
the Governments of the United Kingdom and Northern Ireland.
The positions will be tenable for a period not exceeding four (4) years subject
to satisfactory performance and availability of funds.
The above positions will be subjected to the EAC quota system.
Deadline: 30-05-2013
How to Apply:
Interested candidates should submit their applications by registered mail,
courier service, e-mail or dispatch together with Curriculum Vitae, copies of
both academic and professional certificates and testimonials, names and
addresses of three referees, and day time telephone contact to:
The Secretary General
East African Community
P.o Box 1096
Arusha, Tanzania.
Fax No: 007 27 2502455/2504481
E-mail: vacancies@eachq.org
Female Candidates are particularly encouraged to apply.
The East African Community will only respond to those candidates who meet its
requirements.
