ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT

Responsibilities and Tasks

1.1 Manage Project Coordinator’s (PC)Diary
Schedule and coordinate the Project Coordinator’s appointments and meeting relevant to work of the EIF Programme
Provide events for shared calendar as directed by the Project Coordinator
Conduct weekly diary meetings with the PC to discuss the upcoming engagement, invitations and other requests
Prepare agenda for meetings routine, or on request
Prepare minutes and take follow up actions on behalf of PC as needed

1.2 Provide Administrative support to the Programs
Provide technical assistance to technical team in administrative matters
Maintain and manage relevant technical events with the EIF local and international partners
Maintain and manage technical files and records in an organised manner
Organise and schedule administrative meetings with technical team
Provide administrative support to EIF international partners in technical matters
Troubleshoot and resolve field teams’ complex technical problems
Support and assist administrative department in strategic direction to technical staffs
With compliance team, ensure compliance to the Project guidelines by technical teams in solicitation of procurement requirements for travels, events and supported meetings

1.3 Coordination/managerial roles as delegated by the PC
Actively follow up any task that has been delegated by the PC to another staff member to ensure completion as soon as possible and always before deadlines
Act on behalf of the PC in specific occasions as instructed by the PC

1.4 Technical Support on Trainings and Meetings
Coordinate the technical teams meeting: The Weekly Technical Team Meeting (TTM), the Monthly and Quarterly Extended Technical Team Meetings (ETTM)- (National Steering Committee (NSC), Technical Appraisal Committee 1&2)
Compile Technical Team’s weekly updates
Make an organised filing of TTMs and ETTMs minutes and action items and follow ups with staff and external stakeholders that have action items
Coordinate with the Technical Teams various EIF’s supported trainings and travels in terms of logistics (bookings, printing, material copying, writing and binding PCs training materials)

Qualifications Required:

Diploma in Business Administration, 3 to 5 years relevant and progressive work experience in the same or equivalent tasks. Preferably worked with the Government and Donor Funded projects will be an asset.
BA Administration or BA degree in Mass Communication with minimum 2 years progressive work experience can be an added advantage.

Essential Skills and Knowledge

Energetic, independent and self-motivated
Excellent analytical, oral and written communication
Excellent management and diplomatic skills
Ability to manage multiple priorities while working as part of the team, multitasking.
Good understanding and application of basic IT programs
Knowledge of presentation skills, specifically Power Point presentation
Knowledge of Lesotho national, and district government structures and operations
Knowledge of existing in country key stakeholders trade, private sector and economic development.
DURATION.

All the positions advertised are existent for the 2 years period of the project but all the incumbents are subject to (1) year contract which will highly considered for extension based on good and satisfactory performance.

SUBMISSION OF APPLICATIONS

Interested applicants should send an application letter, a detailed CV, 2 letters of reference from their referees and certified copies of educational qualifications and transcripts clearly marked on the face the position applied for should be addressed to:

The EIF Project Coordinator
National Implementation Unit
Ministry of Trade and Industry Cooperatives and Marketing
Kingsway Rd, Phase 2 LNDC Building Level 2, 
P O Box 747, Maseru 100. Lesotho

On or before Friday 08-08-2014 at 1630 hours. Applicants are kindly requested to indicate their possible earliest availability dates in their letters of applications. Late applications are strictly discouraged.