Bilingual Administrative Assistant OES

Department: 

Office of the Executive Secretary

Grade: 

LS-5

Type of Contract: 

Temporary Appointment

Duty Station: 

Harare, Zimbabwe

Deadline: 

Friday, March 4, 2016

Purpose of the Position

ACBF is currently organising the 3rd Pan-African Capacity Development Forum (CDF3) and the 25th Anniversary Celebrations scheduled for 2 – 6 May 2016 in Harare, Zimbabwe. ACBF will also be organising a pledging conference later in the year, in addition to four Executive Board (EB) meetings, the annual Board of Governors (BoG) conference as well as other ad hoc meetings and workshops.  In this regard, the Office of the Executive Secretary (OES) is recruiting a Bilingual Administrative Assistant to assist in the organisation of events, conferences, workshops, board meetings and ad hoc meetings.

The Administrative Assistant will work under the overall guidance of the Management, Office of the Executive Secretary and under the direct supervision of the Program Officer, Office of the Executive Secretary. The Administrative Assistant will deliver on the following, among others:

Duties & Responsibilities

1. Provide administrative and secretarial assistance to the coordination secretariat in the preparation of the 3rd Pan- African Capacity Development Forum (CDF3) and pledging Conference.
2. Assist in the preparation and coordination of CDF3, EB meeting, the BOG conference and other adhoc meetings, conferences, and workshops (including drafting invitation letters for planned events)
3. Update matrices developed to track implementation of planned activities in the organization of events ensuring reminders for the updates are promptly sent.
4. Conduct research and assist in the development of the participant’s information booklets and participants’ notes for meetings.
5. Draft activity agreements for planned events.
6. Follow up with procurement on contracts for service providers required for planned events.
7. Manage event calendars for the department and assist with planning and arranging logistics for events.
8. Perform other duties assigned by the department.

Selection Criteria

Selection will be on a competitive basis and the following qualifications, experience and competencies are required;

Education:  

A minimum of a Bachelor’s degree in Business or Public Administration, Social Sciences from an accredited institution.  Specialised Secretarial training would be desirable.

Experience:  

At least five years' of progressive and relevant project support and/or administrative experience is required.  Experience in usage of Microsoft office software packages and knowledge of spreadsheet and database packages.

Languages:

Very good knowledge of English and French languages (written and spoken).

Core Comptencies

• Planning and organising
• Teamwork and collaboration
• Communication
• Respect for organisational,intercultural and ethical values
• Learning and Innovation

Functional Skills and Knowledge:

• Ability to handle large volumes of assignments accurately and thoroughly while balancing multiple agendas.
• Ability to translate documents from English to French and vice versa
• Good filing and organising, work planning and scheduling skills
• Excellent time management skills

Application Process 

Applications, quoting the reference “Bilingual Administrative Assistant /06/16,” including curriculum vitae with three (3) referees should be received at the address below by 4 March 2016

The Human Resources Manager
The African Capacity Building Foundation
P.O. Box 1562
HARARE, Zimbabwe
E-mail:  Recruitment@acbf-pact.org

Only candidates under serious consideration will be contacted. The Executive Secretary reserves the right to appoint a candidate at a lower level.

This position is open to nationals of Zimbabwe and other nationals with valid Zimbabwean work permit.

Qualified female candidates are strongly encouraged to apply.

ACBF is a smoke-free environment