A. JOB PURPOSE

To efficiently assist and maximize the effectiveness of Executive Management by providing administrative and secretarial support to carry out their mandate in the Secretariat and COMESA Region.

B. MAIN DUTIES AND ACCOUNTABILITIES

Under the general supervision of the Secretary General, the Senior Administrative Assistant shall: -

(a) Run the day-to-day administration of the Secretary General’s Office by:

• Screening all incoming and outgoing mail and determining those which require the Assistant Secretary General;
• Replying to routine correspondence
• Classifying incoming correspondence and flagging those which require immediate attention
• Discussing with the Secretary General daily assignments
• Supervising the support staff in the office
• Ensuring the safekeeping of confidential matters; and
• Taking diction, transcribing and typing correspondence.

(b) Perform the functions of a personal assistant to the Secretary General by:

• Handling personal mail
• Scheduling personal and official appointments
• Arranging travel (such as visas) for the Secretary General and her family
• Facilitating banking arrangements and transactions
• Replying to some personal correspondence as directed
• Arranging receptions and hospitality; and
• Keeping constant contact with him/her on mission or leave

(c) Follow-up on the implementation of the instructions of the Secretary General by:

• Clearly communicating the instructions to the office or division concerned
• Communicating/setting deadlines
• Checking stages of implementation
• Discussing problems with the concerned chief(s) of division(s); and
• Briefing him/her and reporting on any problems

(d) Provide conducive environment by:

• Ensuring that the surroundings are clean, comfortable and properly decorated
• Arranging for the proper and constant supply of stationery, equipment and furniture
• Maintaining a friendly atmosphere through personal diplomacy and enlightened management of support staff
• Seeing to it that there is proper lighting, space, circulation of fresh air etc; and
• Controlling noise of equipment and other disturbing source in order to ensure clam and serenity.

(e) Carry out any other functions as may be directed by the Secretary General from time to time.

C. MINIMUM ACADEMIC AND PROFESSIONAL QUALIFICATIONS

• Controlling noise of equipment and other disturbing source in order to ensure clam and serenity.
• Bachelor’s Degree in Administration/Commerce/Business Studies/ Human Resource or any management related field from a reputable institution
• Professional Diploma in Secretarial/Short-Hand of Office Management is Desirable.

D. PROFESSIONAL EXPERIENCE

Minimum three (3) years’ post qualification experience in a similar position in Public or Private Sector or International organization with a strong working knowledge of Secretarial duties.

E. SPECIALISED SKILL

Computer literate (MS Office suite), Excellent written and verbal communication skills, High degree of time management capabilities and multitasking skills. Knowledge of travel logistics, report writing skills.

• Screening all incoming and outgoing mail and determining those which require the Assistant Secretary General;
• Replying to routine correspondence
• Classifying incoming correspondence and flagging those which require immediate attention
• Discussing with the Secretary General daily assignments
• Supervising the support staff in the office
• Ensuring the safekeeping of confidential matters; and
• Taking diction, transcribing and typing correspondence.
• Handling personal mail
• Scheduling personal and official appointments
• Arranging travel (such as visas) for the Secretary General and her family
• Facilitating banking arrangements and transactions
• Replying to some personal correspondence as directed
• Arranging receptions and hospitality; and
• Keeping constant contact with him/her on mission or leave
• Clearly communicating the instructions to the office or division concerned
• Communicating/setting deadlines
• Checking stages of implementation
• Discussing problems with the concerned chief(s) of division(s); and
• Briefing him/her and reporting on any problems
• Ensuring that the surroundings are clean, comfortable and properly decorated
• Arranging for the proper and constant supply of stationery, equipment and furniture
• Maintaining a friendly atmosphere through personal diplomacy and enlightened management of support staff
• Seeing to it that there is proper lighting, space, circulation of fresh air etc; and
• Controlling noise of equipment and other disturbing source in order to ensure clam and serenity.
• Carry out any other functions as may be directed by the Secretary General from time to time.

• Computer literate (MS Office suite)
• Excellent written and verbal communication skills
• High degree of time management capabilities and multitasking skills
• Knowledge of travel logistics
• Report writing skills

• Bachelor’s Degree in Administration/Commerce/Business Studies/ Human Resource or any management related field from a reputable institution
• Professional Diploma in Secretarial/Short-Hand of Office Management is Desirable.