Vacancy title:
Administrative Assistant

Jobs at:
IGAD

Deadline of this Job:
2:00pm on 12th July 2018.

Duty Station:
Kenya

JOB DETAILS:
IGAD was created in 1996 to supersede the Intergovernmental Authority on Drought and Development(IGADD), which was founded in 1986. This followed the recurring and severe drought and other natural disasters between 1974 and 1984 that caused widespread famine, ecological degradation and economic hardship in the Eastern Africa region. Although individual countries made substantial efforts to cope with the situation and received generous support from the international community, the magnitude and extent of the problem argued strongly for a regional approach to supplement national efforts.
In 1983 and 1984, six countries in the Horn of Africa (Djibouti, Ethiopia, Kenya, Somalia,Sudan and Uganda) took action through the United Nations to establish an intergovernmental body to collectively combat drought and desertification in the region. The Assembly of Heads of State and Government met in January 1986 to sign the agreement that officially launched IGADD with headquarters in Djibouti. The State of Eritrea became the seventh member after attaining independence in 1993 and South Sudan joined in 2011.
Provide administrative support in a manner that ensures efficient service delivery.

Administrative Assistant Job Responsibilities

• To organise events and meetings including booking venues, arranging for transport and accommodation, ensuring that documents are circulated on time etc. within the budget provided.
• Liaise with the insurance supplier on renewals of all insurances and ensure appropriate coverage in a timely manner.
• Manage petty cash provided for administrative functions as per the guidelines issued by Finance.
• In consultation with the HR and Administration Officer, provide administrative support in the recruitment and training of junior staff.
• Manage correspondence and maintain up to date records/ filing system to ensure tracking, follow up of information and facilities retrieval of documents.
• Maintain and update inventory of office furniture, fittings and equipment and motor vehicles.
• Regularly check the state of repair of the offices, furniture and fittings and take corrective action.
• Perform the secretarial and reception duties as required.
• Supervise office cleanliness, sanitary hygiene, health and safety.
• Supervise the support staff (Secretary, Driver and Office Assistant) to ensure effective delivery of services.
• Oversee provision of services to staff such as tea and water.
• And any other duties that may be required from time to time.

Qualifications for the Administrative Assistant Job

• A Diploma in Business Administration or Secretarial Studies
• Eight (8) years’ experience in administration in a busy office
• Computer literacy

Key Skills and Competencies

• Strong organization and administrative skills
• Supervisory skills
• Petty cash management experience
• Excellent computer skills
• Interpersonal and relationship maintenance skills
• Excellent communication skills
• Fluency in English
• Knowledge of French is an advantage

Job application procedure
Only candidates who meet the profile of the minimum qualifications, experience and core competences stated above can apply.
Application accompanied by the candidate’s detailed CV, copies of both academic and professional certificates and testimonials, names and addresses of three reputable referees and give the candidate’s contact details must be addressed to the following address and must be e-mailed / submitted in such a way that they are received on or before 2:00pm on 12th July 2018.
Any proposal received after this deadline will not be considered. The for application with the subject line “Application Administrative Assistant – ICPAC ”should be made to:
The Director, Administration & Finance, IGAD,
Avenue Georges Clemenceau
P.O. Box 2653
E-mail: hr@igad.int
Djibouti, Republic of Djibouti