CALL FOR APPLICATIONS INTRODUCTION AND BACKGROUND The Common Market for Eastern and Southern Africa (COMESA) is a regional grouping of 19 African States which have agreed to promote regional integration through trade development, investment promotion and transport facilitation. More information can be obtained from the COMESA website comesa.int. Applications are invited from suitably qualified Nationals of COMESA Member States resident in Zambia to fill the following vacancy at the Common Market for Eastern and Southern (COMESA) Secretariat, Lusaka. COMESA is an equal opportunity employer. POST: PROGRAM ASSISTANT (ONE NON-ESTABLISHED POST) Functions Under the direct supervision of the United States Agency for International Development (USAID) Program Coordinator, the incumbent will perform the full spectrum of program support and office management functions required for the effective functioning of the COMESA Program Managers in the Program Areas of Trade, Investment, Infrastructure, Agriculture, Environment and Conflict Mitigation and Reconciliation. (i) Assist the Program Coordinator and Program Managers in the preparation of proposal for funding by USAID; (ii) Assist with monitoring and implementation of programme activities involving extensive liaison with the field manager; (iii) Assist to coordinate field-based program support activities (conferences, workshops and meetings) in collaboration with the Program Managers; Technical Advisers, and the USAID Team; (iv) In collaboration with the Program Secretary, provide support in logistical arrangements for the office and staff on mission; MARCHE COMMUN DE L’AFRIQUE DE L’EST ET AUSTRALE السوق المشتركة للشرق والجنوب الأفريقى Tel : (260 - 211) 229726/29 Fax : (260 - 211) 227318 Email : [email protected] Web : comesa.int COMESA Centre Ben Bella Road P O Box 30051 LUSAKA 10101 Zambia 2 (v) In collaboration with the Programme Accountant, ensure that the Programme Manager incur cost according to the approved activities and follow up on retirement of disbursed fund for travel, workshops, meetings, estimating funds for advance claims to USAID etc; (vi) Organize local program of meetings and relevant logistics and requirements and travelling .conditions under COMESA and USAID organizational provisions; (vii) Maintain relevant computerized database to enable periodical report of financial status of programmes implemented; (viii) Estimate and cost travel stipends, workshops, conferences, etc; (ix) Provide support to the Programme Coordinator and take minutes of meetings; (x) Maintain accurate and detailed calendar of events and schedules related to the assigned programmes to ensure activities occur as scheduled; (xi) In collaboration with the Monitoring and Evaluation Expert, collect monthly, quarterly, annual and activity reports from all Program Managers for dissemination to Management and the USAID; (xii) Provide support on logistics, including management of office equipment, maintenance, ordering of stationery, keeping inventory of all assets; (xiii) In the absence of Programme Coordinator, ensure the proper running of the office and also follow up on pending issues with relevant officers in the Secretariat, development partners and USAID Offices; (xiv) Provide assistance to the compilation of programme documentation, e.g. work plans, progress reports, power point presentations, promotional materials. Assist with formatting, editing and translation of materials; (xv) Establish and maintain a programme-related database containing all contacts in sub-regional and national development partner organizations; (xvi) technical institutions, individual experts and contractors, establish and maintain a filing system containing working documents, reference materials, correspondence and reports, and records necessary for daily project support; provide information for budget creation or amendment; (xvii) Initiate actions required for programme activities, including the recruitment of consultants, travel authorizations, requisition of contracts, goods and services and monitor follow-up; (xviii) Work closely with all staff of the Secretariat and the Programme Managers to ensure smooth running and implementation of program activities under the IPAA; and 3 (xix) Perform any other duties as required by the Programme Coordinator which can be reasonably expected of the Programme Assistant. Professional Experience, Qualifications and skills required This position requires a dynamic and experienced Program Assistant, who is well organized and meticulous in following things through, while being proactive in finding innovative solutions to bottlenecks encountered. The successful candidate will have excellent organizational and communication skills, combined with a strong client orientation. He/she must be prepared to work odd hours at times when necessary. Must be a strong communicator and have good customer service. Ability to multi-task and manage time well. Quick learner who focuses on high productivity and results. Professional, friendly, and enthusiastic personality. Self starter with a proactive attitude who can anticipate needs. Qualifications and Competencies: The candidate must at least have: (i) A degree in Project Planning and Management or any management field such as Business Administration, etc.; (ii) Minimum of 2 years of relevant experience, preferably in an international organization, at a progressively responsible level; (iii) Experience in programme preparation and management support activities in national or regional organizations; (iv) Previous experience with USAID would be an asset; (v) Strong computer skills in various MS Office applications (Excel, Word, PowerPoint). Familiarity with modern software packages including the ability to adapt quickly to software upgrades; (vi) Strong organizational and communication skills; (vii) Ability to work in a team environment; (viii) Ability to work under minimum supervision with efficiency, competence and integrity and in harmony with people of different cultural and national backgrounds and to meet deadlines; (ix) Ability and experience across a broad range of programme and administrative functions: budget/work programme, human resources, database management, etc; (x) Fluency in English. Knowledge of French language is an added advantage; (xi) Effective organizational skills and ability to prioritize own work programme and that for more junior staff; 4 (xii) Experience working with people of diverse cultural, education, socio-economic, and linguistic backgrounds; Terms of Appointment for the Post of Program Assistant Type of contract : COMESA non-established staff contract. Budget : COMESA/USAID Integrated Partnership Assistance Agreement (IPAA). Remuneration : An all inclusive Salary based on COMESA non Established Staff conditions of service and commensurate with qualifications and experience. Duration of Appointment : The contract will run from the date the successful candidate takes up the appointment preferably 1st October 2013 up to 30th September 2014, renewable subject to performance and availability of funds. CONDITIONS OF APPLICATION AND SUBMISSION DEADLINE Persons interested in the post must submit a duly completed COMESA Job Application Form which can be obtained from the following link on the COMESA website: comesa.int/index.php?option=com_content&view=article&id=4&Itemid=50 The dully completed COMESA Application Form should be submitted together with copies of academic and professional certificates to the following address: The Director of Administration COMESA Secretariat COMESA Centre Ben Bella Road P O Box 30051 LUSAKA, Zambia. Preferably, electronic applications with attachments can be sent to the following email address: E-mail: [email protected] Closing date of receipt of applications is Friday, 16th
Posted on: Wed, 31 Jul 2013 09:43:07 +0000
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