Secretary/Receptionist

Dead Line for Application: January 25th ,2016
Position Title: Secretary/Receptionist
Job Category: Local Staff
Duty Station: Khartoum
Organizational Unit: Office of the Special Envoy
Reports to: Special Envoy, Khartoum

Duties and Responsibilities:

Under the overall direction of IGAD’S Special Envoy the Office Secretary /Receptionist  is responsible to organize and coordinate office operation and procedures to ensure organizational effectiveness and efficiency.  The incumbent shall:

• Set up office operations and procedures;
• Maintain office equipments;
• Design filing systems and ensure that filing systems are maintained and up to date
• Define procedures for record retention and ensure protection and security of files and records;
• Ensure effective transfer of files and records and dispose records according to retention schedules and policies;
• Ensure personnel files are up to date and secure
• Plan and implement office systems, layout and equipment procurement;
• Review and approve supply requisitions;
• Maintain and replenish inventory, check stock to determine inventory levels and anticipate needed supplies;
• Verify receipt of supply;
• Arrange and service meetings and take the necessary logistical arrangements:
• Liaise with other agencies, organizations and groups;
• Manage and control correspondences; compose letters when requested, ensure that all correspondence is mailed in a timely manner:
• Prepare time sheets;
• Keep annual leave and absence records;
• Monitor and record phone calls;
• Be responsible from the Petty Cash Float
• Perform other related duties as required

Minimum Qualifications:
Diploma in office Management/Administration or Administrative Management from a recognized institution at least five years of experience in the relevant field

Skills and abilities

• Knowledge of Office Administration
• Ability to maintain a high level of accuracy in preparing and entering information
• Excellent interpersonal skills
• Analytical and problem solving skills
• Effective verbal and listening communications skills
• Attention to detail and high level of accuracy
• Very effective organizational skill;
• Effective written communications skill
• Computer skill including the spreadsheet and word-processing programs, and e-mail at a highly proficient level

Language requirements: Fluency in Arabic and English languages is required knowledge of French is an added advantage

Tenure of Appointment: The appointment is for one (1) year with possible extension subject to availability of fund and performance

Send your CV with a covering letter, copies of diplomas and other credentials briefly stating why you think you are the right candidate for the job to the following address:

Office of the Special Envoy
Amarat , Street 11, House # 2 , Block 2.
Khartoum

This is a local position the vacancy is open to male and female candidates from Sudan

IGAD is an equal opportunity employer, applications from qualified female candidates is encouraged.