TERMS OF REFERENCE (TORs)
ADMINISTRATIVE ASSISTANT
The Intergovernmental Authority on Development (IGAD) has received funds from the European Union (10th EDF) through the Programme to support Regional Maritime Security (MASE). The funding is to support IGADs coordination of regional efforts in promoting maritime security and the integration agenda to be coherent and in line with other regional security and integration activities in the ESA-IO region.
The Secretariat intends to use part of the funds to recruit an Administrative Assistant for purpose of assisting in the implementation and coordination of the activities of the ESA-IO region and re-enforcing capacity at the IGAD Secretariat.
Applications are invited from suitably qualified individuals from the IGAD region for the following position tenable at the IGAD Secretariat in Djibouti.
Administrative Assistant (1post)
ADMINISTRATIVE ASSISTANT
The Intergovernmental Authority on Development (IGAD) has received funds from the European Union (10th EDF) through the Programme to support Regional Maritime Security (MASE). The funding is to support IGADs coordination of regional efforts in promoting maritime security and the integration agenda to be coherent and in line with other regional security and integration activities in the ESA-IO region.
The Secretariat intends to use part of the funds to recruit an Administrative Assistant for purpose of assisting in the implementation and coordination of the activities of the ESA-IO region and re-enforcing capacity at the IGAD Secretariat.
Applications are invited from suitably qualified individuals from the IGAD region for the following position tenable at the IGAD Secretariat in Djibouti.
Administrative Assistant (1post)
Grade: P3
Accountable to: Director, Finance and Administration
Duration: initial 5 months to be renewed for the subsequent implementation phase (60 months after the initial period) subject to performance appraisal.
Duty station: Djibouti
Objective, purpose & expected results of MASE
The Overall Objective of the project of which this position forms part is to contribute to improving maritime security in the ESA-IO region and in so doing:
• contribute to global security
• contribute to creating an environment conducive to the economic development of the ESA-IO region.
The Specific Objective of the programme is to strengthen the capacity of the ESA-IO region to implement the Regional Strategy and Action Plan against Piracy and for Maritime Security.
It will achieve five results in line with the Regional Strategy and Action Plan against Piracy and for Promoting Maritime Security as adopted by the ESA-IO Ministerial Meeting in Mauritius in October 2010, as follows:
1. Result 1: Somalia Inland Action Plan is implemented;
2. Result 2: National/regional legal, legislative and infrastructural capability for Arrest, Transfer, Detention and Prosecution of Pirates is developed and/or strengthened;
3. Result 3: Regional capacity to disrupt the financial networks of pirate leaders and their financier while also addressing the structural vulnerability factors and minimise the economic impact of piracy is strengthened;
4. Result 4: National and regional capacity for maritime tasks and support functions are enhanced;
5. Result 5: Regional coordination and information exchange is improved.
Each of the four Regional Organisation of the ESA-IO will be responsible for the specific Result for which they have the lead; the relevant regional organisation and relevant EU Delegation will be responsible for the validation of the reports, as follows: for Result 1 IGAD: EU Djibouti Delegation in collaboration with EU Delegation in Kenya Somalia's Unit; Result 2 EAC: EU Delegation in Tanzania; Result 3 COMESA: EU Delegation in Zambia; Results 4 and 5 IOC: EU Delegation in Mauritius.
The Financing Agreement makes provision for the sub-delegation of powers to the other implementing RECs namely EAC, COMESA and IOC to implement their respective result areas. This was granted by letters to each REC, dated 18 June 2013.
Core Duties & Responsibilities:
The incumbent shall:
• Assists in staff operational support activities as a liaison with divisions and other operational units in resolving day-to-day administrative problems;
• Provides administrative support such as assisting consultants, responding to inquires;
• Schedules and coordinates meetings, events, travel and accommodations arrangements and/or other similar activities;
• Establishes, maintains and updates files, databases, records and/or other documents, develop and maintain effective soft and hard copy filling systems;
• Manages and updates confidential files and records, ensuring that ethical and legal guidelines are maintained;
• Sorts, screens, reviews and distributes incoming and outgoing mail, composes, prepares, or ensures timely responses to a variety of routine written enquiries;
• Prepare and issue local purchase orders after approval by authorized officer and in liaison with the procurement officer of IGAD.
• Purchase office supplies on competitive basis and store for issuance.
• Develop Fixed asset register and update as and when required
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the PMU, as appropriate including maintenance, inventory management, logistics security;
• Produces general memoranda, presentations and reports as directed by the coordinator;
Minimum Qualifications & Experience:
• Degree in Social Science (Business management, public administration)
• At least 5 years experience directly related to the duties and responsibilities specified
Key Skills & Competencies:
• Ability to supervise employees, including organizing, prioritizing and scheduling work assignments
• Communicate effectively, both orally and in writing
• Gather data, compile information and prepare reports
• Make administrative/procedural decisions and judgments
• Analyze and solve problems
• Demonstrated ability to maintain confidentiality
• Skills in Records maintenance; Database management
• Computer literate
Duration of contract:
This position has an initial duration of 5 months from November, 2013 to April 2014, in accordance with the Start-up phase of the MASE project and will then be renewed through the subsequent implementation phase of the programme (fixed at 60 months from June 2013).
Terms and conditions of Service
This position is EU funded and is a non established position whose contract terms are limited to the period of support; it may be renewed subject to performance and extension of the funding. The post offers attractive consolidated remuneration package.
How to apply
Interested candidates should submit their applications accompanied by a detailed CV, copies of both academic and professional certificates and testimonials, names and addresses of three reputable referees, contact details (e-mail, telephone) should be sent by registered mail, courier service or by email to:
The Executive Secretary,
Intergovernmental Authority on Development,
P. O. Box 2653, Djibouti, Djibouti
E-mail: hr@igad.int; copies to IGAD EU Coordinator and Director, Finance and Administration: Yufnalis.okubo@igad.int andFlorence.musoke@igad.int; debrework.andarge@igad.int
All applications should be received not later than 24th October 2013.
IGAD Secretariat shall only respond to shortlisted candidates.
IGAD is an equal opportunity employer. Female candidates are encouraged to apply.
Accountable to: Director, Finance and Administration
Duration: initial 5 months to be renewed for the subsequent implementation phase (60 months after the initial period) subject to performance appraisal.
Duty station: Djibouti
Objective, purpose & expected results of MASE
The Overall Objective of the project of which this position forms part is to contribute to improving maritime security in the ESA-IO region and in so doing:
• contribute to global security
• contribute to creating an environment conducive to the economic development of the ESA-IO region.
The Specific Objective of the programme is to strengthen the capacity of the ESA-IO region to implement the Regional Strategy and Action Plan against Piracy and for Maritime Security.
It will achieve five results in line with the Regional Strategy and Action Plan against Piracy and for Promoting Maritime Security as adopted by the ESA-IO Ministerial Meeting in Mauritius in October 2010, as follows:
1. Result 1: Somalia Inland Action Plan is implemented;
2. Result 2: National/regional legal, legislative and infrastructural capability for Arrest, Transfer, Detention and Prosecution of Pirates is developed and/or strengthened;
3. Result 3: Regional capacity to disrupt the financial networks of pirate leaders and their financier while also addressing the structural vulnerability factors and minimise the economic impact of piracy is strengthened;
4. Result 4: National and regional capacity for maritime tasks and support functions are enhanced;
5. Result 5: Regional coordination and information exchange is improved.
Each of the four Regional Organisation of the ESA-IO will be responsible for the specific Result for which they have the lead; the relevant regional organisation and relevant EU Delegation will be responsible for the validation of the reports, as follows: for Result 1 IGAD: EU Djibouti Delegation in collaboration with EU Delegation in Kenya Somalia's Unit; Result 2 EAC: EU Delegation in Tanzania; Result 3 COMESA: EU Delegation in Zambia; Results 4 and 5 IOC: EU Delegation in Mauritius.
The Financing Agreement makes provision for the sub-delegation of powers to the other implementing RECs namely EAC, COMESA and IOC to implement their respective result areas. This was granted by letters to each REC, dated 18 June 2013.
Core Duties & Responsibilities:
The incumbent shall:
• Assists in staff operational support activities as a liaison with divisions and other operational units in resolving day-to-day administrative problems;
• Provides administrative support such as assisting consultants, responding to inquires;
• Schedules and coordinates meetings, events, travel and accommodations arrangements and/or other similar activities;
• Establishes, maintains and updates files, databases, records and/or other documents, develop and maintain effective soft and hard copy filling systems;
• Manages and updates confidential files and records, ensuring that ethical and legal guidelines are maintained;
• Sorts, screens, reviews and distributes incoming and outgoing mail, composes, prepares, or ensures timely responses to a variety of routine written enquiries;
• Prepare and issue local purchase orders after approval by authorized officer and in liaison with the procurement officer of IGAD.
• Purchase office supplies on competitive basis and store for issuance.
• Develop Fixed asset register and update as and when required
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the PMU, as appropriate including maintenance, inventory management, logistics security;
• Produces general memoranda, presentations and reports as directed by the coordinator;
Minimum Qualifications & Experience:
• Degree in Social Science (Business management, public administration)
• At least 5 years experience directly related to the duties and responsibilities specified
Key Skills & Competencies:
• Ability to supervise employees, including organizing, prioritizing and scheduling work assignments
• Communicate effectively, both orally and in writing
• Gather data, compile information and prepare reports
• Make administrative/procedural decisions and judgments
• Analyze and solve problems
• Demonstrated ability to maintain confidentiality
• Skills in Records maintenance; Database management
• Computer literate
Duration of contract:
This position has an initial duration of 5 months from November, 2013 to April 2014, in accordance with the Start-up phase of the MASE project and will then be renewed through the subsequent implementation phase of the programme (fixed at 60 months from June 2013).
Terms and conditions of Service
This position is EU funded and is a non established position whose contract terms are limited to the period of support; it may be renewed subject to performance and extension of the funding. The post offers attractive consolidated remuneration package.
How to apply
Interested candidates should submit their applications accompanied by a detailed CV, copies of both academic and professional certificates and testimonials, names and addresses of three reputable referees, contact details (e-mail, telephone) should be sent by registered mail, courier service or by email to:
The Executive Secretary,
Intergovernmental Authority on Development,
P. O. Box 2653, Djibouti, Djibouti
E-mail: hr@igad.int; copies to IGAD EU Coordinator and Director, Finance and Administration: Yufnalis.okubo@igad.int andFlorence.musoke@igad.int; debrework.andarge@igad.int
All applications should be received not later than 24th October 2013.
IGAD Secretariat shall only respond to shortlisted candidates.
IGAD is an equal opportunity employer. Female candidates are encouraged to apply.
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