2 New Various Jobs at EAC-CASSOA September 2024

GRADE: General Staff G4
REPORTS TO: Director Technical
DUTY STATION: CASSOA Headquarters Entebbe, Uganda
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: Efficient coordination and administration of technical
  activities.
• 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: On time and effective communication with stakeholders.
• Initiation and follow-up on external and internal communication as appropriate.
• 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: Smooth execution technical activities
  including documentation and logistics.
• Efficient and timely compilation of technical working papers and reports
• Ensure appropriate formatting of developed or reviewed documents.
• Maintain up to date documentation and ensuring proper retention, protection and disposal of records.
• Successful hosting of Technical – Regulatory committee meetings, Working group and workshops.
• 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: Accurate travel plans.
• Punctual provision of logistics where necessary.
• 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: Availability of essential facilities required at the
  workplace.
• A conducive work environment for staff.
• Healthy and safe workforce.
• 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: Efficient time and
  workday management and deliverables.
• 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

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

Essential Experience, Technical Qualifications, knowledge and skills

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

Additional experience and skills

• Experience in working in an aviation environment.
• Training in Protocol, Diplomacy and Etiquette desirable.
• A certificate in Customer Care and Public Relations would be an added advantage.
• 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.