Assistant to Peace Building, Democratisation and Security Sector Reform Section

Assistant to Peace Building, Democratisation and Security Sector Reform Section
The European Union Delegation to the Federal Republic of Somalia is seeking to recruit a Section Assistant for the Peace Building, Democratisation and Security Sector Reform section. This is a local position based in Nairobi, Kenya.
Duration: The contract is initially for a period until 31/12/2015 with a probationary period of three months and possibility of renewal for 12 months.
Overall purpose:
To assist the Peace Building and Security Sector Reform section in the effective and efficient management of development programs in Somalia as well as in organizing internal processes in the following areas:
Administration Support

Support the Head of Section in the management of the section processes, e.g. preparation and update of leave, missions and trainings, organization of meetings etc.

Maintain and update the section's contacts of implementing partners and donors active in Somalia in coordination

Drafting, transcribing and processing minutes of meetings, memos and other correspondence.

Providing logistics support to missions/trainings including making the necessary travel and accommodation reservations and appointments

Managing the flow of information, communication and technology

Organize missions and post missions actions, including providing logistics support

Filing and keeping a systematic record of all projects, correspondence and other files including archivingProgram/Process/Project Management - Delegation's project cycle management

Assist in preparation of tenders, calls for proposals and contractual documents Compile and update project related files and documents

Assist in monitoring implementation of work-plan including project implementation (start-up events, deadlines, reporting)

Follow-up with Finance & Contracts on timely payments, budget amendments and riders

In conjunction with other sections, update the EU project database on a regular basis and assist in encoding contract data in the Common Relex Information System (CRIS)

In liaison with Program Managers prepare relevant information, press releases fact sheets, presentation of activities of the section

Assist in planning and reporting requirements such as the AAP, EAMR and ad hoc reportsEligibility Criteria

Diploma level in Business Administration and/or Secretarial Studies

Minimum 5 years' experience in secretarial management/administration of which 3 years' should be in an international office environment; Experience in development cooperation processes will be an added advantage.Other Qualifications

Ability to build and maintain positive working relationships with colleagues, national counterparts, donor agencies, other stakeholders and ability to adapt well in a multi-cultural environment.

Excellent written and spoken English (working language).

Excellent oral and written presentation skills; Good IT skills required.

Personal initiative and ability to focus on priorities and meet deadlines.

Open, flexible personality; excellent ability to perform duties with accuracy within a given deadline.

A high degree of integrity and the ability to deal with confidential information is requiredThe position is open to nationals and other residents of Kenya with a valid working permit (compulsory). Applications and a detailed CV using the attached European Format (compulsory) should be sent to the Delegation via email latest by 15 December 2014, 16hrs 00 and should have in the subject line "Section Assistant" addressed to:
The Head of Administration
European Union Delegation to the Republic of Kenya
Delegation-Kenya-Recruitment@eeas.europa.eu
Only Short-listed Candidates will be contacted