Admin Jobs – Senior Personal Secretary – East African Community (EAC)

Job Title:    Senior Personal Secretary

Organisation: East
African Community (EAC)

Reports to:  Registrar

Duty Station: East
African Community Competition Authority, Arusha, Tanzania

REF: EAC/HR/2020-21/24

NB: Open
to Ugandan Nationals

About US:

The East African
Community is a regional intergovernmental organization comprising the Republic
of Burundi, the Republic of Kenya, the Republic of Rwanda, the United Republic
of Tanzania, Republic of South Sudan, 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. This is an exciting opportunity
for highly motivated and result-driven professionals who are citizens of East
African Community Partner States (Burundi, Kenya, Rwanda, Tanzania, South Sudan
and Uganda) to apply for the following position .

Job Summary:
The Senior Personal Secretary will manage, provide and coordinate Office and
Secretarial services of the office of Registrar.

Key Duties and Responsibilities:  The Senior Personal Secretary shall perform
the following functions:

·       
Manage
the Executive office and provide secretarial services and ensure security of
Office and information;

·       
Provide
administrative support for official travel arrangement, including itinerary,
clearance, tickets and other necessary documents for the Office;

·       
Arrange
for timely requisition of Office supplies and stores;

·       
Facilitate
information sharing between various offices and Directorates and stakeholders;

·       
Prepare
high quality briefing materials for meeting and appointments an taking minutes
and dictation;

·       
Receive,
attend to and direct customers/visitors appropriately;

·       
Manage
and update Office diary, draft responses to correspondences and arrange for appointment
and meetings as agreed with the Registrar;

·       
Maintain
good customer relations with employees, customer and the general public;

·       
Arrange
appointments and meetings as appropriate, including arranging agendas and
programmes for meetings and make follow-up on deadlines, commitment made and
action taken;

·       
Create
and maintain appropriate record and filing sub-system for the Office;

·       
Respond
to/direct Incoming/outgoing calls/mails;

·       
Transcribe
and draft official correspondences and memoranda etc.;

·       
Recommend
appropriate system for streamlining office operation;

·       
Perform
any other duties as may be assigned by the Management from time to time.

Qualifications and Experience:

·       
The
applicant for the East African Community (EAC) Senior Personal Secretary job
must hold an Advanced Diploma in Secretarial Studies, Office Management or a
related discipline.  Bachelor’s degree in
Secretarial Studies in addition to Diploma in Computer studies covering
Microsoft office

·       
Eight years
of experience in a busy office environment at a senior level.

·       
Knowledge
in records management and bookkeeping is essential.

·       
At least
ten years experience, with minimum 5 years experience managing an Executive
Office. Also, skills in typing of at least 50wpm and shorthand 120wpm are
necessary.

·       
Skills
and Competencies: Must have good communication skills with good command of
English and Kiswahili, outgoing, interpersonal and be customer-oriented. She
should be a team-player, proficient in the use of computer packages and able to
withstand pressure.

Eligibility for applications: Applicants from all EAC Partner States are eligible to apply for
the above position.

Fringe Benefits:

The established
posts offer attractive fringe benefits including housing allowance, transport
allowance, education allowance, a medical scheme, and insurance cover.

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:

All interested
candidates who meet the qualification and experience requirements for the above
mentioned position are advised to :

  • Fill in the application form attached (download
    from here
    );
  • attach their application letter, a
    detailed CV, Copies of certified academic certificates, and a copy of
    National Identity Card or Passport in PDF format scanned in one
    (1) file.
  • 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.

Please note:

1.        
You may submit your application either electronically or in hard copy but not
both.

2.        
Applications which do not :

    • have EAC application form;
    • indicate nationality and age;
    • have 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.

3.        
Only qualified candidates will be contacted

4.        
EAC Staff Rules and Regulations preclude considerations of applicants above 55
years of age.

Please note that EAC
does not require candidates to pay money for the recruitment process. All
invitations for interviews will be done in writing.

A due diligence will
be conducted for all successful candidates in respect of their academic
certificates (certification by a recognized higher education body in the
respective Partner States) and employment records .

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

Deadline: Friday, 21st August 2020.

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