Senior Personal Secretary at The East African Kiswahili Commission (EAKC)

Application Deadline: 16 Sep 2016

Senior Personal Secretary POSITION DESCRIPTION:

Senior Personal Secretary
(EAKC/SPS/HR/1/2016)
The East African Kiswahili Commission (EAKC) is an institution of the East African Community (EAC) responsible for the coordination and promotion of the development and use of Kiswahili in the region and beyond. The Commission is charged with the responsibility of ensuring the development of Kiswahili as a lingua franca for regional and international interaction for political, economic, social, cultural, educational, scientific and technical development. The Commission fulfills its mandate through research, teaching, learning and development of Kiswahili through policy formulation, knowledge generation and curriculum review and standardization of terminologies. In order to effectively fulfill that mandate and meet its objectives and planned activities, the Commission seeks applications from qualified persons for the following position

Organ / Institution: East African Kiswahili Commission (EAKC)

Duty Station: Zanzibar, Tanzania

Job Grade: G5

Job reports to: Senior Human Resource Officer

Job Purpose:

Senior Personal Secretary will work closely with the Executive Secretary to provide secretarial and administrative support to the Commission.

The applicant will often act as the Executive Secretary’s first point of contact with people from both inside and outside the Commission. They will often be relied upon heavily by the Executive Secretary, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful candidate.

Duties and Responsibilities:
Manage the Executive Secretary’s office and coordinate secretarial services in the Commission;
Devise and maintain office systems, including data management and filing;
Provide administrative support for official travel arrangements, including itinerary, clearance, tickets, transfer and other necessary travel arrangements;
Organise and maintain Executive Secretary’s diary and make appointments;
Produce documents, briefing papers, reports and presentations;
Organise and attend meetings and ensure the Executive Secretary is well prepared for meetings;
Liaise with clients, suppliers and other Commission and Community staff;
Facilitate information sharing between various Directorates, Departments and stakeholders;
Prepare for meetings and appointments and take minutes;
Follow up on deadlines, commitments made and action taken;
Transcribe and draft official correspondences and memoranda;
Perform any other lawful duties as may be assigned from time to time.
Qualifications and Experience:
Higher National Diploma in Secretarial training or equivalent qualification plus ten (10) years relevant experience, five (5) of which should have been served in a senior office;
A degree in Secretarial training or Business or Administration or Management will be an added advantage;
Must have studied and passed well in Kiswahili.

Skills and Competencies:

Good command of spoken and written Kiswahili and English;
Excellent word processing and IT knowledge and skills in a range of software packages;
Good organizational and time management skills;
Flexibility, adaptability and ability to multi-task and work extra hours;
Ability to research, digest, analyse and present material clearly and concisely;
Attention to detail;
Excellent customer care;
Excellent interpersonal relations;
Self-motivated and able to work on own initiative with limited supervision;
Honesty and reliability;
Discretion and understanding of confidentiality issues.

APPLICATION INSTRUCTIONS:

The Executive Secretary
East African Kiswahili Commission,
Maisara Street, Opposite Zanzibar Central Library
P.O. Box 600, ZANZIBAR,
The United Republic of Tanzania.
Tel: +255-242232704.
Email: isimala@eachq.org

Application Deadline:
Friday, 16 September 2016 - 4:00pm