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.
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.
