Administrative Assistant – 1 Post

The Common Market for Eastern and Southern Africa (COMESA) and the European Union signed a Grant Contribution Agreement worth EUR 2,897,530.47 to support the COMESA Capacity in Trade Policy Analysis, Research and Training for Deeper Regional Integration and Participation in Global Economy. The overall objective of the two-year project is to enhance technical capacity of the COMESA Secretariat and Member States to mainstream regional obligations through ratification and domestication of the COMESA legal instruments and implementation of the regional programmes at Member State level in order to achieve deeper regional integration and increased participation in the global economy.

COMESA Secretariat plans to recruit services of a Administrative Assistant to join the project team, to support the implementation of the above programmes.

It is expected that the Administrative Assistant will perform the following main functions in order to ensure overall delivery of the project:

Assist the Project Management in the day-to-day administration and communication of the project in:

  • Maintaining records of leave, attendance, inventory, meetings etc.;
  • Ensuring that the documents of the projects are free from errors of grammar, typing etc. and physically attractive in their presentation and binding;
  • Typing correspondence and documents;
  • Briefing the Project Manager and the staff of the Project and reporting to them any discrepancies which may require their attention; and

Carries out logistical functions by:

  • Ensuring the supply of stationery and office requirements such as pens, pencils, staples, punchers etc;
  • Ensuring office furniture and equipment are available, functional and appropriate;
  • Ensuring that the offices, windows, doors, walls and corridors are cleaned and are in such state as to allow the proper circulation of air;
  • Ordering the repair of computers, furniture and equipment when necessary; and
  • Providing rooms or space for heavy equipment such as photocopies.

Makes arrangements for meetings organised by the project by: 

  • Booking the necessary conference facilities well in advance;
  • Checking that such bookings remain valid until the meeting is held;
  • Liaising with the Conference Service of the COMESA Secretariat to ensure that the facilities are adequately and properly equipped;
  • Moving equipment to and from the place of conference when necessary;
  • Providing or ensuring the provision of support staff to the meeting;
  • Supervising such staff during the meeting; and
  • Briefing the Project Manager and the staff of the project and drawing their attention to any challenges(s) which may require their intervention.

Makes travel arrangements for the professional staff of the project and participants of meetings by: 

  • Contacting airlines to find out flight availability and work out proper itineraries in co-operation with the traveller;
  • Working out the cost of travel;
  • Checking the availability and balance of funds in the Unit and advising the Head of the Unit accordingly;
  • Ensuring that travel is made by direct and most economical route taking account of individual entitlements under the applicable rules; and
  • Preparing and seeing through the finalisation of the travel authorisation form and maintaining up to date records.

Performs other functions as may be required by your superiors.

Click on the link below for more details.

 

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