Administrative Assistant

INTRODUCTION AND BACKGROUND

The Common Market for Eastern and Southern Africa (COMESA) is a regional grouping of 21 African States which have agreed to promote regional integration through trade development, investment promotion and transport facilitation.

More information can be obtained from the COMESA website www.comesa.int.

Applications are invited from suitably qualified citizens of COMESA Member States residing in Zambia to fill the following position:

ADMINISTRATIVE ASSISTANT GS8

Purpose of the job

To provide secretarial and administrative support to Directors in order to ensure efficient and effective operations of the Division.

Tasks

i. Drafts, edits, proofreads reports, letters, emails, and other documents before submitting them to Director Human Capital Management and Administration for approval or signing.

ii. Receives and screens incoming letters, memos and e-mails and ensures that relevant background information is attached.

iii. Maintains the diary of the Director by organizing and scheduling appointments, daily/weekly/monthly depending on the requests received.

iv. Arranges preventive maintenance, repairs and evaluation of office equipment, such as PCs, scanner and printer, to ensure that the said equipment is always in good working condition.

v. Maintains an up-to-date filing system for office files on various subjects and other documents for Human Capital Management and Internal Audit Unit.

vi. Makes arrangements and confirms appointments for meetings with Director, ensuring that appointment dates and times are suitable.

vii. Liaises with the Conference Service Unit to book facilities for meetings and conferences and ensures that the facilities are adequately and properly equipped; Liaises with ITN for the provision of laptops and technical assistance during the paperless meetings.

viii. Prepares documents for meetings and conferences well in advance, sends them for translation and prepares folders ready to be sent to ITN.

ix. Makes travel arrangements for the staff of the Division and participants to meetings and conferences by: –

a) Preparing aide memoire budgets for meetings and conferences.

b) Working with the COMESA Travel Desk to find out flight schedules and working out a proper itinerary for travellers.

c) Arranging transport to and from the airport for staff and delegates to meetings and conferences.

d) Checking the availability and balance of funds and advising the Director accordingly.

e) Preparing and seeing through the finalization of the travel authorization form.

x. Records minutes at meetings; types/word processes and distributes minutes according to instructions.

xi. Receives and screens telephone calls and visitors; refers some to appropriate staff and/or answers questions and provides the required general information to other Units/Divisions and Executive Management to facilitate effective communication.

xii. Ensures speedy delivery / distribution and tracking of mail using an Activity Log.

xiii.Monitors office supplies and initiates requisitions to replenish the items and submits to supervisor for approval.

xiv. Ensures that the offices, windows, doors, walls and corridors are thoroughly cleaned and polished to create a conducive work environment

xv. Operates office equipment such as calculators, copiers, scanners and personal computers to support the division’s operations.

xvi. Performs any other duties assigned by the supervisor from time to time.

A. Education

Grade 12 with a Diploma in Administration/Management and Business Studies. A Bachelor’s degree is desirable.

B. Professional Certifications/Qualifications:

Secretarial /Administration Certificate is desirable. Certificate in shorthand is desirable.

C. Specialized Knowledge:

Computer literate (MS Office suite), excellent written and verbal communication skills, good time management capabilities and multitasking skills. Knowledge of travel logistics, report writing skills.

D. Minimum Experience:

Five (5) years’ work experience of which at least two years in an administrative/secretarial role working with an executive.

7.WORKING LANGUAGE REQUIREMENT

Must be fluent in English and/or French and/or Arabic (speaking and writing). A combination of any two or all these languages will be an added advantage.

8. ELIGIBILITY

Applicants must be citizens of a COMESA Member countries and be resident in LUSAKA Zambia. She/he must not be more than 55 years of age at the time of submitting the application.

9. FINAL DATE FOR RECEIPT OF APPLICATIONS

Applications for all the posts must be submitted in a duly completed COMESA Job Application Form which can be obtained from the COMESA website: http://www.comesa.int to reach the Director of Human Resources and Administration by 13.30 hours on Friday 7th May 2021 through E-mail:
recruitment@comesa.int Only applications submitted electronically on email shall be considered.

10. MODE OF APPLICATION

Clearly indicate the post being applied.