JOB REFERENCE : ICPAC/AMESD/HR/7/
Location : ICPAC, Nairobi, Kenya
Job Title : Secretary
Grade : Project staff
Accountable to : Official AMESD Counterpart
Duration : 3 Years contract (36 months)
Salary : 800.00 Euro per month
Background
The objective of the African Monitoring of the Environment for Sustainable Development (AMESD) Project (funded by the European Development Fund) is to enhance monitoring for sustainable management of the environment thereby contributing to poverty alleviation. Within the Inter-Governmental Authority on Development (IGAD) region, the activities are focusing on the assessment and monitoring of land degradation and natural habitats for sustainable land management. The Regional Implementation Centre, the IGAD Climate Prediction and Applications Centre (ICPAC), a specialized institution providing climate information, prediction and early warning for applications in support of environmental management, is responsible for the overall management of the Thema and for developing the Natural Habitat Conservation (NHC) service.
Duties and Responsibilities
Under the general supervision of the AMESD counterpart and the AMESD TA-TE, the secretary will be responsible for the following duties and responsibilities:
- Responsible for providing efficient Secretarial support services.
- Perform secretarial and administration duties for the Project.
- Monitor the use of the office telephones, reviewing the bills to ensure correct billing and liaising with service providers on any disputes.
- Follow up Senior Project Staff on routine reports to ensure that deadlines are met.
- Provide first level customer service support such as responding to general enquiries.
- Handle the enquiries directed to the senior staff offices in their absence; this may involve referring the enquirer to a more appropriate staff member.
- Handle all incoming and outgoing correspondence including e-mails to the general address.
- Ensure that the telephones and other office equipment are maintained and breakdowns immediately reported.
- Develop and implement an effective filing system.
- And any other duties that may be assigned by the Official AMESD Counterpart.
Education
Diploma in Secretarial Studies with emphasis on office management, and advanced work processing skills.
Work experience
Experience of three years as a Secretary. Good knowledge of office management including records management
Competencies
- Strong planning, organisational and administrative skills
- Excellent communication and interpersonal skills
- Ability to establish and maintain good working relationships
- Strong analytical and problem-solving skills with keen attention to detail
- Strong report writing, proof reading and editing skills
- Effective time management skills and the ability to prioritise workloads and work within tight deadlines
- Ability to maintain confidentiality and ensure discretion
- Ability to work in a high pressure environment
Languages
Fluency in oral and written English is required. Knowledge of French would be an added advantage.
Qualified and interested persons should send their applications to the ICPAC AMESD manager, IGAD Climate Prediction and Applications Centre (ICPAC), P.O. Box 10304 00100 Nairobi, Kenya; E-mail: amesd@icpac.net, copy to director@icpac.net and AMESD TA-TE igad_thema@amesd.org by Monday 14th of June 2010, 8:00 AM, enclosing a cover letter and an updated curriculum vitae containing details of their qualifications, experience, contact telephone, e-mail address as well as names and addresses of three referees.
