Secretary at Delegation of the European Union in Kenya

On Friday, September 20th, 2013

European Union Delegation of the European Commission to the Republic of Kenya 

Somalia Mission
The Delegation of the European Union to the Republic of Kenya announces a vacant position of a Secretary in the State Building and Security Sector Reform Section of the Somalia Mission. 
This is a Grade III Local Staff position based in Nairobi.
Overall Purpose
To assist the State Building and Security Sector Reform Section in the management and coordination of programmes in Somalia.

Main responsibilities

  • Reviewing project documents and assisting in the preparation of contractual documents and correspondence.
  • Preparing and maintaining information on the status of programme implementation.
  • Assisting in encoding contract data in the Common Relex Information System (CRIS)
  • Assisting with the preparation of regular and ad hoc reports.
  • Monitoring programme activities, reports and expenditure.
  • Liaising with project implementing partners
  • Managing the flow of information, communication and technology.
  • Support the Head of Section in the management of the section processes e.g preparation and update of leave, missions and trainings
  • Support the organisation of section meetings – agenda, document distribution, and minutes.
  • Filing and keeping a systematic record of all projects, correspondence and other files.
  • Maintaining an updated database of projects and maintaining a documentation library.
  • Liaising with Finance and Contracts on the timely processing of payments, budget amendments and riders.
  • Drafting, transcribing and processing memos, faxes and other correspondence.
  • Providing logistics support to missions/trainings including making the necessary travel and accommodation reservations and appointments.
  • Any other duties assigned by the Head of Section and the Special Envoy.
Qualifications required
  • Secondary Education Certificate and Secretarial diploma
  • A minimum of five years in secretarial employment
  • Basic knowledge of bookkeeping, accounting and administration
  • Computer literacy and thorough knowledge of MS Office (in particular Word and Excel)
  • Ability to maintain positive ‘working relationships with colleagues and partners in a multi-cultural environment
  • Ability to identify needs and constraints, to set priorities and meet deadlines under pressure
  • A sense of initiative and an ability to work independently
  • A high degree of integrity and the ability to deal with confidential information
  • English proficiency. 
  • Knowledge of Somali language will be considered an asset.
The position is open to nationals and other residents of Kenya with a valid working permit.
The contract is initially for one year with the possibility of renewal on annual basis subject to a three month probationary period.
Applications and detailed CVs of interested candidates should reach the Delegation by email ([email protected]) latest by 26 September 2013, 1600hrs and should be addressed as follows:
The EU Special Envoy to Somalia
Delegation of the European Union in Kenya
Union Insurance House, Ragati Road
PO Box 30475, 00100 
Nairobi, Kenya.
Only shortlisted candidates will be contacted
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