Vacancy Notice: Secretary
We are The European Union (EU) is an
economic and political partnership between 28 European countries.
It plays an important role in
international affairs through diplomacy, trade, development aid and working
with global organisations.
The EU Delegation to Somalia seeks to
contribute to a more prosperous Somalia where the impact of conflict and
instability is reduced and the dividend of a more stable environment will allow
the Somali people to benefit from EU investments in state functions and in
social and productive sectors.
We are looking for a Secretary to assist the Peacebuilding, Democratization and Security Sector Reform Section in the effective and efficient management of development programs in Somalia as well as in organizing internal processes.
Main Responsibilities
We are looking for a Secretary to assist the Peacebuilding, Democratization and Security Sector Reform Section in the effective and efficient management of development programs in Somalia as well as in organizing internal processes.
Main Responsibilities
- Support the Head of Section in the management
of the section processes, e.g. preparation and update of leave, missions
and trainings, organization of meetings etc.
- Maintain and update the section's contacts of
implementing partners and donors active in Somalia
- Drafting, transcribing and processing minutes
of meetings, memos and other correspondence.
- Providing logistics support to missions/trainings
including making the necessary travel and accommodation reservations and
appointments
- Managing the flow of information,
communication and technology
- Organize missions and post missions actions,
including providing logistics support
- Filing and keeping a systematic record of all
projects, correspondence and other files including archiving
- Assist in preparation of tenders, calls for
proposals and contractual documents
- Compile and update project related files and
documents
- Assist in monitoring implementation of
work-plan including project implementation (start-up events, deadlines,
reporting)
- Follow-up with Finance & Contracts on
timely payments, budget amendments and riders
- In conjunction with other sections, update the
EU project database on a regular basis and assist in encoding contract
data in the Common Relex Information System (CRIS)
- In liaison with Program Managers prepare
relevant information, press releases fact sheets, presentation of
activities of the section
- Assist in planning and reporting requirements
of projects
- Any other assignment that may be assigned by
the Head of Section
Eligibility Criteria
- Diploma level in Business Administration
and/or Secretarial Studies (eligibility)
- Minimum 5 years’ experience in secretarial
management/administration - of which 3 years’ should be in an
International Organisation or Diplomatic Mission (eligibility)
Other qualifications
- Previous experience working with an
international organisation would be an advantage
- Experience in development cooperation processes
would be an advantage
- Excellent written and spoken English (working
language).
- Excellent oral and written presentation
skills; Good IT skills required.
- Ability to build and maintain positive working
relationships with colleagues, national counterparts, donor agencies,
other stakeholders and ability to adapt well in a multi-cultural
environment.
- Personal initiative and ability to focus on
priorities and meet deadlines.
- Open, flexible personality; excellent ability
to perform duties with accuracy within a given deadline.
- A high degree of integrity and the ability to
deal with confidential information is required
The position is based in Nairobi for
an unlimited duration subject to three- months’ probation. As an
indication, the monthly basic salary starts at KShs. 165,464/- (subject to
local tax law).
Benefits, such as additional pension
scheme and medical insurance, are offered to employees and their families under
certain conditions.
The position is open to nationals and residents of Kenya with a valid work permit (compulsory).
How to apply
The position is open to nationals and residents of Kenya with a valid work permit (compulsory).
How to apply
Please send your motivation letter and detailed CV in the EU FORMAT (compulsory) addressed to the Head of Administration using Delegation-Somalia-Recruitment@eeas.europa.eu by 8 January 2016, midnight and should have in the subject line “Secretary”.
Only Short-listed Candidates will be contacted.
The Delegation will not supply
additional information or discuss the selection procedure by telephone: please
address any queries concerning this procedure to the provided email address.
