Administrative Assistant
EAST AFRICAN COMMUNITY
EMPLOYMENT OPPORTUNITY UNDER THE EAC STATISTICS DEVELOPMENT AND HARMONIZATION REGIONAL PROJECT
The East African Community (EAC) is the regional inter-governmental organisation of the 6 Partner States, namely the Republics of Burundi, Kenya, Rwanda, South Sudan, the United Republic of Tanzania, and the Republic of Uganda, 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. To achieve these objectives, the key building blocks are the Customs Union, Common Market, Monetary Union and ultimately the Political Federation. The EAC started a fully-fledged Customs Union in January, 2010 and implementation of the Common Market in July, 2010 while the East African Monetary Union Protocol (EAMU) was signed in November 2013 and is under implementation.
The EAMU Protocol, among others, requires the Partner States to develop and adopt common methods, concepts, definitions and classifications for compiling, analysing and disseminating the statistics necessary for the proper functioning of the Monetary Union, while observing internationally accepted best practices. To support implementation of this requirement, the EAC Secretariat has secured a grant from the World Bank to implement a 5-year Project, the EAC Statistics Development and Harmonization Regional Project (EAC/Stat-DHRP). The objective of this project is to develop the statistical capacity of the EAC Statistics Department and the National Statistical Offices (NSOs) to produce harmonized and quality statistics necessary for planning, implementing, and monitoring the EAC integration agenda.
The Secretariat therefore invites applications from highly motivated and result-driven professionals who are citizens of EAC Partner States to apply for the project position tenable at the EAC Secretariat detailed below.
ADMINISTRATIVE ASSISTANT
(REF: EAC/HR/2018-2019/05)
Job Grade equivalent: G5
Job reports to: Project Manager
Job Purpose: Provide administrative support to ensure efficient operation of the project through a variety of tasks related to organization and communication.
Duties and responsibilities
The key responsibilities of the Administrative Assistant will include:
- Process travel arrangements for the staff in the EAC StatDHRP Administration Team and relevant stakeholders;
- Create requisition of goods and services for the EAC StatDHRP Administration Team;
- Provide human resource support to the team;
- Respond to enquiries; provide information and advice to staff regarding their entitlements, administrative procedures and conditions of service under the Staff Rules and regulations;
- In liaison with the Registry, handle incoming and outgoing correspondences/ mails and draft routine correspondence in response to enquiries on relevant administrative, finance, personnel matters;
- Coordinate office functions with other offices/sections;
- Perform functions related to operating office machines such as fax, photocopier, telex, and ensure their routine maintenance;
- Arrange appointments and meetings as appropriate and schedule meeting venues;
- Assist in the preparations of meetings in EAC StatDHRP activities and liaise with Lead/implementing agencies and other stakeholders;
- Disseminate information about meetings, provide secretarial services to meetings and circulate minutes and reports;
- Assist in the logistical aspects of the Regional Core Team, Executive committee meetings;
- Ensure that delegates have been invited and follows-up with confirmations;
- Disseminate reports generated after the meetings and other events;
- Maintains current distribution lists, phone/address lists of projects contacts and distributes documents for the team; and
- Perform any other duties as shall be assigned by the Project Manager.
- Diploma in Secretarial, administration, Public Administration or equivalent qualification
- Relevant working experience of not less than 10 years, 5 of which should have served in a Senior Office at national, regional or international organisation.
- Knowledge of operating standard office equipment, like printers and fax machines.
- Possession of a degree in the above field will be an added advantage.
Competencies and skills
- Knowledge of office management systems and procedures;
- Working knowledge of office equipment, like printers and fax machines;
- Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular);
- Excellent time management skills and the ability to prioritize work;
- Attention to detail;
- Excellent written and verbal communication skills;
- Strong organizational skills; and
- The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position.
Eligibility
Only applicants from EAC Partner States are eligible to apply for the above positions.
Terms and Conditions of Service
These are project positions supported by Donor Funds, and are non-established in the Secretariat for which contract terms are limited to the period of the project. The successful candidates will be recruited for an initial period of two (2) years and the contract may be renewed for another two (2) years, subject to project budgeting and a satisfactory performance evaluation.
Fringe Benefits
All posts offer attractive fringe benefits including housing allowance, transport allowance, education allowance, a medical scheme, and insurance cover.
Education Qualifications
All candidates applying must have qualifications that are recognized by the relevant national accreditation body in their respective Partner State. 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 respective Partner States.
Relevant Working Experience
Internship, training and apprenticeship will not be considered as relevant work experience.
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
Interested candidates who meet the qualification and experience requirements for the above mentioned positions are advised to send their applications, detailed curriculum vitae, photocopies of academic certificates, names and contact details of three referees, and copy of National Identity Card, or Birth Certificate or Passport showing date of birth. Please quote the respective reference number on both 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 not later than Monday, 05th August 2019.
Please note:
You may submit your application either electronically or in hard copy but not both.
Applications which do not: indicate nationality and age; the reference number; or have an application letter attached; have certified copies of their academic degrees and other professional Certificates; or fail to provide three referees will be disqualified.
Only qualified candidates will be contacted
Please note that EAC does not require candidates to pay money for the recruitment process. All invitations for interviews will be done in writing
The Secretary General
East African Community
P.O.Box 1096
Arusha – Tanzania
Tel: +255 27 2162100
Fax: +255 27 2162190
E-mail: vacancies@eachq.org