COMESA
Posted Job
4 months ago

Bilingual Secretary (Arabic) – GS8

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Job Description

Applications are invited from suitably qualified citizens of COMESA Member States residing in Zambia to fill the position of Bilingual Secretary (Arabic) – GS8.

Purpose of the job

To carry out administrative and secretarial tasks to support the mandate of the Division/ Unit using one or more COMESA working languages.

Tasks

Support the Director of Division / Chief of Unit in administration and operational duties of the Division or Unit:

  • Dressing, editing and formatting various correspondences, memos, forms and documents; and distributing them through email or mail to other Divisions/ Units or external stakeholders.

The successful candidate will provide the following tasks:

  • Maintaining the diary of the Chief of Unit by organizing and scheduling appointments; prepare meeting agendas.
  • Informing and responding to queries from external and internal stakeholders via email, phone calls or face to face enquiries. Screening phone calls and routing callers to the appropriate party.
  • Developing and maintaining a filing system for leave, attendance, inventory, meetings etc.
  • Filing and updating contact information of internal and external stakeholders (employees, suppliers, consultants, Member states contacts etc.)
  • Prepare scheduled reports, transcribe minutes from meetings, create presentations, and conduct research.
  • Reconcile expense reports.
  • Coordinate Office Procedures.
  • Develop and review administrative systems for efficiency and effectiveness.

Provide logistical Support:

  • Ensure all technical equipment such PC, scanner, printer is in good operational conditions and undertake preventive maintenance periodically (calling for repairs; maintaining equipment inventories; evaluating new equipment.)
  • Maintain a clean and conducive working environment by supervising cleaning staff.
  • Anticipating and ensuring office facilities and supplies (place and expedite orders for supplies. Facilities include printing paper, pens.)
  • Efficient management of meetings organized by the Division or Unit:
  • Securing well equipped, clean and conducive conference hall with all the necessary facilities in appropriate time
  • Maintaining and updating list of participants and following up with Member States regarding participation when required
  • Preparing documents for the meeting well in advance.
  • Assist in the travel arrangements for COMESA Staff and other participants of meetings by:
  • Assisting in securing tickets on time and other arrangements for travel.
  • Performs other job-related duties as directed by Supervisor to achieve Divisional/ Unit mandates

Method of Application

Submit your CV and application on company website: