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Secretary Job in Nairobi Kenya

Introduction: The Common Market for Eastern and Southern Africa (COMESA) is a regional grouping of 19 African States which have agreed to promote regional integration through trade development, investment promotion and transport facilitation.

Applications are invited from suitably qualified Nationals from the COMESA Member States resident in Kenya to fill the following vacancy at the COMESA Monetary Institute based in Nairobi Kenya

Post: Bilingual Secretary GS6

Purpose of the Job: The Bilingual Secretary will assist the Administrative Assistant in the day to day running of the Institute in typing, proof reading of documents, operating a system of record keeping and be part of a team.

Reporting: The Bilingual Secretary will report to the Administrative Assistant under the overall supervision of the Director of Institute.

Tasks

Under the close supervision of Administrative Assistant and the general supervision of the Director of the Institute, you will provide the following secretarial services:-

(a) Transcribe by using a word processor from shorthand notes or from written and printed sources by:
  • Typing memoranda, letters, reports, faxes, tables, schedules and documents;
  • Proof reading the above and making corrections as necessary;
  • Submitting the above for vetting and signature; and
  • Sending the finished product to the Administrative Assistant.

(b) Operate a system of record keeping by:
  • maintaining a file index;
  • filing correspondence and shelving thick documents;
  • retrieving correspondence and documents; and
  • keeping trace of files and documents when borrowed and ensuring their return to their respective file cabinets or shelves.
  • Keep record of expenditures on office imprest and prepare office imprest retirement at the end of every quarter.

(c) Participate in Team Activities by:
  • being part of a secretarial pool when required;
  • participating in the meetings of the Division or section;
  • accepting relevant work from the Administrative Assistant when the pressure on other secretaries calls for sharing of the work;
  • carrying the functions of a Senior Secretary on ad hoc basis; and
  • making suggestions on improvements on the general secretarial set-up of the Division.

(d) Any other relevant duties that may be assigned to you by the Administrative Assistant or the Director of the Institute from time to time.

Education
  • A Bilingual Secretarial Certificate from a recognized professional institution.
  • A Diploma in Secretarial Studies will be an added advantage.

Experience: At least six (6) years post qualification experience in secretarial duties in a busy office.

Other Relevant Skills
  • Good knowledge and practical use of Microsoft Word, Excel, PowerPoint;
  • Good communication, drafting and reporting skills;
  • 100 wpm in shorthand and 50wpm in typing

Terms of Appointment

1. Type of Contract: The posts are under COMESA Regular Established General Service staff contracts.

2. Remuneration: Remuneration will be under COMESA Regular Established General Service.

3. Duration of Contracts: The contracts shall be effective from date of commencement of duties and will expire after three years and renewed for a further four years based on satisfactory performance by the incumbent.

4. Deadline for Submission: All the applications to be sent to recruitment@comesa.int on or before Monday 31st March, 2014 at 1700 hrs local time.


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

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