Office Secretary – Technical (G4) (CAS/HR/002/2024-2025).

Only candidates from the following Partner States will be eligible for consideration for the above roles: Republic of Rwanda, Republic of Uganda, United Republic of Tanzania, Republic of South Sudan, Democratic Republic of Congo and the Federal Republic of Somalia.

PURPOSE OF THE JOB 

To provide support to the technical department including office administration, documentation, supporting technical activities and coordination of relevant contracted services. 

 DUTIES AND RESPONSIBILITIES 

Function 1: (including expected results) 

Oversee the day-to-day functioning and administration of the technical department ensuring that administrative processes run smoothly resulting into: 

1. Efficient coordination and administration of technical activities. 
2. Provide regular office operations updates to the Director Technical and identify areas for improvement. 

 Function 2: (including expected results) 

Drafting, independently writing, editing and formatting all internal and external correspondence and other communication as may be advised resulting into: 

1. On time and effective communication with stakeholders. 
2. Initiation and follow-up on external and internal communication as appropriate. 
3. Effective handling of general correspondence and dealing with enquiries of general nature. 

 Function 3: (including expected results) 

Assist in the preparation, conduct and follow-up of Working Group Meetings, Technical Committee – Regulatory Meetings, Workshops, Trainings and seminars resulting into: 

1. Smooth execution technical activities including documentation and logistics. 
2. Efficient and timely compilation of technical working papers and reports 
3. Ensure appropriate formatting of developed or reviewed documents. 
4. Maintain up to date documentation and ensuring proper retention, protection and disposal of records. 
5. Successful hosting of Technical – Regulatory committee meetings, Working group and workshops. 
6. Good image of the Agency. 

 Function 4: (including expected results) 

Coordinating travel arrangements and appropriate logistics with Agency’s designated travel agent, arranging travel schedules and reservations as may be directed resulting into: 

1. Accurate travel plans. 
2. Punctual provision of logistics where necessary. 
3. Timely retirements for the technical team where necessary 

Function 5: (including expected results) 

In conjunction with the PHRAO, ensuring a conducive working environment for the technical personnel including checking that the lighting system, utilities and furniture are in order and arranging for repair if faulty resulting into: 

1. Availability of essential facilities required at the workplace. 
2. A conducive work environment for staff. 
3. Healthy and safe workforce. 
4. Enhanced productivity from staff. 

Function 6: (including expected results) 

Coordinating and maintaining daily, monthly and quarterly schedules and internal meetings of the Technical Department resulting into: 

1. Efficient time and workday management and deliverables. 
2. Efficient running of internal meetings. 

Function 7: (including expected results) 

Perform any other duties as may be assigned from time to time 

QUALIFICATIONS AND EXPERIENCE 

Education Requirements 

1. Relevant degree in office management and administration or any other relevant discipline. 
2. Must be computer literate with proven competence in MS Word, MS PowerPoint, MS Excel at a minimum. 

Essential Experience, Technical Qualifications, knowledge and skills 

1. Five (5) years’ experience as a Secretary, Office Admin Assistant, Administrative Assistant or related job in a comparable organization. 
2. Knowledge of standard software packages and ability to learn company-acquired software. 

Additional experience and skills 

1. Experience in working in an aviation environment. 
2. Training in Protocol, Diplomacy and Etiquette desirable. 
3. A certificate in Customer Care and Public Relations would be an added advantage. 
4. Travel liaison and conferencing experience. 

PERSONAL ATTRIBUTES 

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. 

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. 

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings 

Problem Solving Skills: Identifies and understands the cause, analyzes the situation, distinguishes between effective and ineffective solutions, makes decisions quickly, communicates the problem solution to others. 

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors’ language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed 

Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 

Customer Orientation: Considers all those to whom services are provided, both internal and external, to be “customers” and seeks to see things from their point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies customers’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps customers informed of progress or setbacks in Programs; meets timeline for delivery of products or services to customers. 

Applications, quoting the job advert reference number of the position applied for in the application letter & as the subject on the email, should be sent via email (all soft copies should be in PDF and in one file) to the email address recruitment@cassoa.org and should comprise of a signed application letter; the completed and signed EAC CASSOA Personal History Form (Download); copies of relevant academic and professional certificates; proof of nationality and age i.e. copy of national identity card, birth certificate or passport.

The applications should be received not later than 13th September 2024.