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Job Vacancy: Office Assistant

Source:
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REQUEST FOR EXPRESSIONS OF INTEREST
SOCIETY FOR AIDS IN AFRICA
TERM OF REFERENCE
Vacant post: Admin/Finance Assistant
Location: East legon – Adjiringanor
Application deadline: 28th February 2017
Language required: English & French
Duration: 1 year
1.     Background of the Organisation:

The Society for AIDS in Africa (SAA) was established in Kinshasa in October 1990 during the 5th International Conference on AIDS and Associated Cancers in Africa, a precursor to the International Conference on AIDS and STIs in Africa (ICASA). The formation of the SAA with the support of the World Health Organization (W.H.O) brought to an end the practice of holding International Conference on AIDS in Africa outside the African continent. At the same time, it empowered Africans to address and respond to the challenges posed by HIV and AIDS on the continent. The SAA envisions an HIV free Africa with capacity to confront HIV and AIDS and its consequences as well as related diseases (such as Tuberculosis and Malaria). The Society also promotes positive environment and research on HIV and related diseases. The SAA is governed by an Executive Council drawn from South, North, East, West and Central Africa. SAA partners and collaborates with AFRICASO, Society for Women against AIDS in Africa (SWAA), NAP+, the Network of Youths in Africa and it enjoys the support of the UN-System, as well as various International organizations, including the International AIDS Society (IAS). SAA is the custodian of ICASA

This position is located at East-legon, Adjiringanor plot 58 container behind NHTC (SAA) Permanent secretariat Accra. Working under direct supervision of the Head of Admins & Finance, the incumbent will assist in the general operations and execution of the SAA Permanent Secretariat activities.

Duties and Responsibilities

The incumbent will carry out the following tasks:

2.     Provides administrative support to the process of preparation and drafting of work plans, budgets, revisions, progress reports and summaries.

  1. Maintains all proper filing system. .
  2. Assists in the development of contacts with Government institutions and authorities, local representatives of other United Nations organizations, NGOs, civil society organizations, resource persons and the media regarding SAA mandates.
  3. Assists in the updating of internal records of donor assistance provided to ICASA
  4. Assistance in the organization of seminars, workshops and training activities.
  5. Provides advice and assist staff members and their dependents by processing requests for visas, identity cards, driving licenses and other necessary personnel-related documents in accordance with the requirements.
  6. Makes travel and hotel reservations, prepares travel orders and assembles information pertinent to the purpose of travel.
  7. Advises and makes arrangements for shipment and receipt of office and Secretariat supplies and equipment and household effects; including customs clearance.
  8. Assist in procurement processes and proper assets management, monitoring, recording and disposal.
  9. Performs other duties (such as general correspondence, attendance at meetings, minutes of meetings, reports, follow-up, etc.) as required.

Competencies

Professionalism:

  • Sound knowledge and understanding of concepts and approaches relevant to budgetary and financial management; demonstrable knowledge of database administration;
  • Knowledge of the standard financial rules and regulations
  • Demonstrable commitment to the values of the SAA, particularly integrity in daily activities and behaviours; demonstrated professional competence and mastery of administrative processes;
  • Ability to perform a range of administrative functions, including event planning and organizing and human resources administration;
  • Ability to map out potential risks and make contingencies, as required.
  • Shows pride in work and achievements;
  • Conscientious and efficient in meeting commitments, observing deadlines and achieving results;
  • Motivated by professional rather than personal concerns;
  • Shows persistence when faced with difficult problems or challenges.

Accountability:

  • Takes ownership of responsibilities and honours commitments;
  • Delivers outputs for which one has responsibility within prescribed time, cost, and quality standards;
  • Operates in compliance with organizational regulations and rules;
  • Takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Teamwork:

  • Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
  • Works collaboratively with colleagues within and outside of SAA to achieve organizational goals;
  • Solicits input by genuinely valuing others’ ideas and expertise;
  • Is willing to learn from others; places team agenda before personal agenda;
  • Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

  • Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; able to work on tight deadlines;
  • Knowledge on how to develop clear goals that are consistent with agreed strategies;
  • Foresees risks and allows for contingencies when planning;
  • Monitors and adjusts plans and projects as necessary; uses time efficiently.

Required Skills and Experience

Education:

  • Tertiary Education with specialized certification in Personnel Administration, Accounting and Finance (level of education has been stated as secondary school but these specialized certification are taught in the tertiary levels such as universities, polytechnics as well as institutes of banking, finance and public administration)

Experience:

  • A minimum of 5 years of progressively responsible professional experience in administrative assistance of project implementation and management preferably in a civil service, NGO, or international organization environment. Computer literacy, specifically advanced skills in MS Office Suite.

Language:

  • English and French are the working languages of the SAA. For the post advertised, fluency in English (both oral and written) is required

Society for AIDS in Africa is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Attention to: SAA COORDINATOR,
Society for AIDS in Africa (SAA)
P.O BOX AF 2072
PLOT 58 CONTAINER
ADJIRINGANOR
OTANOR, ESTATES
TEL: +233303936815 /+233265985725

Email: info@saafrica.org

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