Senior Personal Secretary, EAHRC East African Community

(1 post) (REF: EAC/HR/2022-23/21)
Grade: G5
Reports to: Executive Secretary
Organ/Institution: East African Community Health Research Commission (EACHRC)
Station: Bujumbura, Burundi

Main purpose of the job :
To provide effective and efficient management and Secretarial services for the smooth running of the East African Community Health Research Commission (EACHRC).

Duties and Responsibilities:
• Manage the Executive Secretary’s Office and Diary
• Provide secretarial support services to the staff of the East African Community Health Research Commission (EACHRC)
Receive and distribute incoming correspondence and download and route electronic mail of the East African Community Health Research Commission (EACHRC).
• Type memos, letters, reports and other documents as may be required
• Arrange meetings, take and prepare meeting minutes, draft letters
• Design and develop administrative systems and policies of the Initiative
• Coordinate provision of adequate and equitable allocation of support services (human resource, logistic and administrative support) to the staff of the East African Community Health Research Commission (EACHRC).
• Maintain and update Human Resources records of the Commission.
• Supervise the provision of administrative services and logistical support to staff i.e. vehicles and office consumables and welfare
• Facilitate maintenance of vehicles, office equipment, plant and installations
• Facilitate timely procurement and delivery of goods, services and works
• Perform any other duties as may be assigned from time to time by the Executive Management and Administration of the East African Community Health Research Commission (EACHRC).

Qualifications and Experience:
Diploma in Secretarial Studies or equivalent. Skills in typing of at least 50wpm, and Shorthand speed of 100 wpm.
10 years of experience management a busy office at senior level.

Skills and Competencies:
Proficiency in secretarial work; computing skills, knowledge of work processing and computer database programmers, administrative skills, basic accounting skills, customer care, public relations, front desk management, ability to take dictations; good command of Business English and Office practices

Eligibility for applications:
Applicants from all EAC Partner States are eligible to apply for the above position.

Terms and Conditions of Service:
The above position is tenable for a contract of five (5) years renewable once.
This position is subject to the application of the Quota System.

Fringe Benefits:
The established posts offer attractive fringe benefits including housing allowance, transport allowance, education allowance, a medical scheme, and insurance cover.

Education Qualifications:
All candidates applying must have qualifications that are recognized by the relevant national accreditation body in their respective Partner State. This condition is applicable for locally and internationally attained qualifications.
All professions that require registration with the specific professional bodies will be expected to do so in compliance with the requirements of their respective Partner States.

Relevant Working Experience:
Internship, training and apprenticeship will not be considered as relevant work experience.

Equal Opportunity:
The EAC is an equal opportunity employer; therefore, female candidates are particularly encouraged to apply. EAC will only respond to those candidates who strictly meet the set requirements.