Personal Assistant to The Speaker - EAC

Our Client, The East African Community is a regional intergovernmental organization comprising the Republic of Burundi, the Republic of Kenya, the Republic of Rwanda, the United Republic of Tanzania, and the Republic of Uganda with its headquarters in Arusha, Tanzania.

The EAC mission is to widen and deepen economic, political, social and cultural integration to improve the quality of life of the people of East Africa through increased competitiveness, value added production, trade and investments.

This is an exciting opportunity for highly motivated and result-driven professionals who are citizens of East African Community Partner States (Burundi, Kenya, Rwanda, Tanzania and Uganda) to apply for the following position tenable at the East African Legislative Assembly.

PERSONAL ASSISTANT TO THE SPEAKER (REF: EAC/HR/2015-2016/001)

GRADE: P2
ORGAN: EALA

REPORTS TO: Functionally report to the Speaker and administratively report to the Clerk of the Assembly

MAIN PURPOSE OF THE JOB:
Manage day-to-day operational and administrative functions for the office of the Speaker

DUTIES AND RESPONSIBILITIES:
1.1 Responsible for the administration of the Office of the Speaker
1.2 Facilitate the exchange of information between the Office of the Speaker and the Office of the Clerk
1.3 Drafting Speaker’s presentations and Speeches
1.4 Undertake research for Speaker’s use
1.5 Prepare draft correspondence and take minutes as required
1.6 Liaise with Member’s of Parliament and other persons in contact with the Office of the Speaker
1.7 Assist with the co-ordination of official events and manage the Speaker’s appointment diary
1.8 Assist with conference co-ordination as required.
1.9 Act as 1st point of contact for speakers guests.
1.10 Handle phone calls on behalf of the Speaker and assist with inquiries
1.11 Prepare agendas, confirm decisions and instigate follow up action
where required
1.12 Refer matters that relate to the incurring of expenditure to the Office of the Clerk
1.13 Prepare itineraries and co-ordinate travel as necessary
1.14 Draft letters

QUALIFICATIONS AND EXPERIENCE:
Masters degree in Public Administration, Political Science, Mass Communication, or any Social Science related field. Minimum of eight (8) related experience with three (3) years in a Parliamentary Environment, preferably as Personal Assistant to Senior Management.

SKILLS AND COMPETENCIES:
Strong interpersonal and communication skills; up-to date knowledge of current affairs; basic knowledge of East African Community and Parliamentary practices; proven record of completing tasks to a high standard and working to deadlines, analytical skills; computer skills; research skills, management skills; networking skills; negotiation skills; team building skills; tolerance for stress; adaptability; attention to detail; initiative; and ability to work independently in a diverse and politically sensitive environment.


ELIGIBILITY FOR APPLICATIONS:
Considering the current status of quota points per Partner State under East African Legislative Assembly , only Applicants from the Republics of Burundi, Kenya, and the United Republic of Tanzania are eligible to apply.

TERMS AND CONDITIONS OF SERVICE
The above position is tenable for a contract of five (5) years renewable once and is subject to the application of the EAC Quota System.

FRINGE BENEFITS
This post offers attractive fringe benefits including housing allowance, transport allowance, education allowance, a medical scheme, and insurance cover.

EDUCATION QUALIFICATIONS
All candidates applying must have qualifications that are recognized by the
relevant national accreditation body in their respective countries. This condition is applicable for locally and internationally attained qualifications. 
All professions that require registration with the specific professional bodies will be expected to do so in compliance with the requirements of their respective Partner States.

RELEVANT WORKING EXPERIENCE
Internship, training, apprenticeship and clerkship will not be considered as
relevant work experience.

EQUAL OPPORTUNITY
The EAC is an equal opportunity employer; therefore, female candidates are
particularly encouraged to apply. EAC will only respond to those candidates
who strictly meet the set requirements.

HOW TO APPLY
Interested candidates who meet the qualification and experience requirements for the above mentioned position are advised to send their applications, detailed curriculum vitae, photocopies of academic certificates, names and contact details of three referees, and copy of National Identity Card, or Birth Certificate or Passport showing birth date. Please quote the respective reference number on both on the application letter and envelope. For electronic submission, please quote the respective reference number on the subject of the email and send to the address given below.

Applications should be submitted to the address below not later than 06th
December 2015

The Director,
Executive Selection Division
Deloitte Consulting Limited
10th Floor PPF Tower
Cnr of Ohio Street & Garden Avenue:
P O Box 1559 Dar-es-Salaam, Tanzania
Fax +255(22) 2116379
E-mail: esd@deloitte.co.tz
www.deloitte.com


PLEASE NOTE:
1. You may submit your application either electronically or in hard copy but not both.
2. Applications which do not: indicate nationality and age; the reference number; or have an application letter attached; have certified copies of their academic degrees and other professional Certificates; or fail to provide three referees will be disqualified.
3. Only qualified candidates will be contacted Please note that EAC does not require candidates to pay money for the recruitment process. All invitations for interviews will be done in writing.

Personal Assistant To The Vice Chancellor - MUHAS

Muhimbili University of Health and Allied Sciences is inviting applications from suitably qualified Tanzanians to be considered for employment to fill the following vacant posts:-

Personal Assistant To The Vice Chancellor

a) About the Job.
Job holder is expected to have personal Administrative talent to support and report directly to the Vice Chancellor to provide executive support in a one-on-one working relationship. The Personal Assistant serves as the primary point of contact for internal and external undertaking on all matters pertaining to the office of the Vice Chancellor . The Personal Assistant also serves as a liaison to the Council and Senior Management teams; organizes and coordinates external relations efforts; and oversees special projects in which Vice Chancellor has directed. The Personal Assistant must be creative with a lot of innovations and hardworking . The ideal individual must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Personal Assistant will have the ability to work independently on various assignment, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion

b) Required qualifications

i) Holder of at least Master’s degree in Public Administration, Business Administration majoring in Corporate Management or Governace , Mass Communication and Publicity, Busness Management or equivalent from a recognized higher learning institution..
ii) Superior skills in Microsoft Office ( Outlook, Word, Excel, Power Point and keynote) and Adobe Acrobat.
iii Must have very good command in English and profound writing skills

c) Experience: Seven (7) years working experience in similar post , three (3) of which must have come from Senior Level in a reputable institution 2

d) Duties and responsibilities:
i) Providing Personal Assistant and administrative support principally for the Vice-Chancellor
ii) Manage the Vice-Chancellor’s diary on daily basis
iii) Logging, processing and disseminating correspondence as far as the Vice Chancellor’s undertaking is concerned.
iv) Drafting standard correspondence; producing letters, papers, reports and other documentation to the highest standards of presentation;
v) Advance planning and logistical support for meetings (e.g. preparation of weekly schedules of visits and meetings, chasing agendas, briefing papers etc);
vi) Acting as the first point of contact in the Vice-Chancellor’s office for all internal and external enquires by telephone and in person. These enquiries are frequently of a confidential and/or sensitive nature and requires understanding and discretion
vii) Responsible for arrangement of the Vice-Chancellor’s national and international travel requirements including arrangement of hotel accommodation, cars/taxis as required; managing all travel using the University approved travel providers via electronic booking system; researching and reserving domestic and international flight reservations; ensuring that VISAs are applied for when required.
viii) Follow up of payment of the Vice-Chancellor’s expenses; processing of invoices using the University’s financial system.
ix) Manage the Vice-Chancellor’s Board room meeting
x) Manage, maintain and update the Vice-Chancellor’s and the Chancellor’s Christmas card database for the Vice-Chancellor’s approval; prepare timely mailing schedule and dispatch.
xi) Preparation of guest lists coming to the Vice Chancellor for the Vice-Chancellor’s approval.
xii) Provide support to the Vice-Chancellor when high impact VIP guests are received at the University
xiii) Reviewing communication directed to the Vice Chancellor and where appropriate either summaring , responding , initiating , fact-finding and or referring the matter to the appropriate University officials.
xiv) Perform any other duties as may be assigned by a competent officer of the University.

GENERAL CONDITIONS FOR ALL POSTS:

i) Applicants must attach an up to date current Curriculum Vitae (CV) having reliable contact postal address, email address and telephone numbers.
ii) Applicants should apply on the strengths of the information given in this advertisement.
iii) The title of the position applied for should be written in the subject of the application letter and marked on the envelope.
iv) Applicants must attach their detailed relevant certified copies of Academic certificates/transcripts as follows:

ü Postgraduate Degree/First Degree/Advanced Diploma, Diploma/Certificates as the case may be.
ü Post graduate Degree/ First Degree/ Advanced Diploma/ Diploma/ transcripts as the case may be.
ü Form IV and Form VI National Examination Certificates- All applicants.
ü Computer Certificates where applicable.
ü Professional Certificates from respective boards where applicable.
ü One recent passport size picture and copy of birth certificate.

v) Form IV and Form VI result slips are strictly not accepted. Presentation of forged academic certificates and other information in the CV will necessitate to legal action.
vi) Applicants currently employed in the public service should route their application letters through their respective employers.
vii) Applicants should indicate three reputable referees with their reliable contacts.
viii) Certificates from foreign Universities should be verified by Tanzania Commission for Universities (TCU) or National Acreditation Council for Technical Education (NACTE) for foreign non degree certificates
ix) Women are highly encouraged to apply.
x) Only shortlisted candidates will be informed about the date for interview.
xi) APPLICATION LETTERS SHOULD BE POSTED OR HAND DELIVERED TO THE FOLLOWING ADDRESS on or before 4.00 p.m on 15th July 2015 (i.e. Deadline for receiving applications)

THE DEPUTY VICE CHANCELLOR, PLANNING, FINANCE AND ADMINISTRATION,
MUHIMBILI UNIVERSITY OF HEALTH AND ALLIED SCIENCES – MUHAS,
P.O. BOX 65001,
DAR ES SALAAM.