Under the direction of the Director of Economic Affairs & Regional Integration, and in collaboration with Staff within the Division, the Administrative Assistant – EARI will work alongside other Divisional Administrative staff in the management of the division’s administrative responsibilities.
The Administrative Assistant shall be required to:
Management and Administration
Partner with facilities to ensure adequate office accommodation to be utilized by personnel, consultants and other visitors;
Organize the timely maintenance of office equipment and facilities in order to facilitate the efficient and effective delivery of service of the office
Maintain an effective filing system for the Unit, and update project-related files and databases
Maintain a calendar of meetings and appointments and leave for the Unit
Coordinate, monitor and assist in the organization of meetings and conferences, including administrative arrangements pertaining to travel, accommodation and transportation
Develop, implement and maintain a database of all documentation in relation to the outputs of the Unit, including all correspondence, reports, accounting information and contact information
Prepare concise logs for incoming and outgoing mail
Format and finalise reports and documents prepared by the staff of the Unit
Finance and Procurement
Manage the office’s petty cash;
Forecast, procure and manage office supplies;
Certify the request for payment of the office utility bills; and
Provide support to the Finance Officer in updating the Unit’s Fixed Assets register and inventory
In consultation with the Finance Officer (a) prepare requisitions for stationery and other necessary office materials to facilitate the smooth operations of the Office, (b) ensure the requisite approvals are secured and (c) follow up and verify the deliveries (goods and services);
Communications must be supportive of the management of the unit including solicitation, response and reporting obligations to its contracted agencies, partners and Principals, in an appropriate and timely fashion. The officer in executing this facilitation role of communications should for the two classes of customers undertake to:
Internal customers – to ensure the proper understanding of the issues, compliance with the rules and regulations and identification of areas for mutually supportive actions.
Maintain regular communication with senior management, other Units and agencies (simplify)
Liaise and follow up on related matters with the Human Resources Unit, the Legal Unit and the IT Unit
Maintain regular communication with key external agencies to ensure efficient engagement in the pursuit of joint and or related activities
Represent the Unit in disaster preparedness activities and update and share personnel contact information on behalf of the Unit
Perform such other duties as may be assigned from time to time in support of the implementation of the project’s expectations of the unit.
Desired Qualifications, Knowledge and Skills
The candidate must have the following skills/qualifications:
An Associate Degree or Diploma in Public or Business Administration or related field.
Academic and practical training and experience in office administration.
Proven capacity in basic accounting skills/financial management.
Demonstrated competence in Word Processing (preferably Microsoft Word, Excel, Publisher and PowerPoint),
Working knowledge of network administration.
Demonstrated and sound competence in organising national and regional meetings/workshops, facilitating travel, board and lodging requirements.
A minimum of five (5) years experience in administration.
Experience working at the regional level or in a Foreign service environment will be an asset
Experience in project management will also be an asset
Excellent oral and written communication skills in English.
Ability to work as a member of a multi-disciplinary and multi-cultural team.
Ability to take initiative and to work with minimum supervision.
Ability to efficiently maintain office operations.
Working knowledge of publishing software would be an asset
Strong Communication skills
The candidate must have the following role specific competencies:
- Analysis & Reporting
- Conflict Resolution
- Consultation & Facilitation
Terms of Appointment
The position is on a fixed-term basis for a period of two years. The salary is tax free. The successful applicant will also be eligible for membership in the Organisation’s Group Health and Life Insurance.
Deadline: on or before 8 March 2019.
Only applications under consideration will be acknowledged.