2 New Various Jobs at EAC-CASSOA September 2024

EAC-CASSOA

Jobs in Tanzania 2024: New Job Vacancies at The Civil Aviation Safety and Security Oversight Agency (EAC-CASSOA), 2024

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EAST AFRICAN COMMUNITY

CIVIL AVIATION SAFETY AND SECURITY OVERSIGHT AGENCY (CASSOA)

2 New Jobs at EAC-CASSOA September 2024 - Various Posts

Office Secretary – Technical

Office Secretary – Technical at CASSOA September 2024

JOB TITLE: Office Secretary – Technical

GRADE: General Staff G4
REPORTS TO: Director Technical
DUTY STATION: CASSOA Headquarters Entebbe, Uganda
Only candidates from the following Partner States will be eligible for consideration for the above roles: Republic of Rwanda, Republic of Uganda, United Republic of Tanzania, Republic of South Sudan, Democratic Republic of Congo and the Federal Republic of Somalia.

PURPOSE OF THE JOB
To provide support to the technical department including office administration, documentation, supporting technical activities and coordination of relevant contracted services.

DUTIES AND RESPONSIBILITIES
Function 1: (including expected results)

• Oversee the day-to-day functioning and administration of the technical department ensuring that administrative processes run smoothly resulting into: Efficient coordination and administration of technical activities.
• Provide regular office operations updates to the Director Technical and identify areas for improvement.

Function 2: (including expected results)

• Drafting, independently writing, editing and formatting all internal and external correspondence and other communication as may be advised resulting into: On time and effective communication with stakeholders.
• Initiation and follow-up on external and internal communication as appropriate.
• Effective handling of general correspondence and dealing with enquiries of general nature.

Function 3: (including expected results)

• Assist in the preparation, conduct and follow-up of Working Group Meetings, Technical Committee – Regulatory Meetings, Workshops, Trainings and seminars resulting into: Smooth execution technical activities including documentation and logistics.
• Efficient and timely compilation of technical working papers and reports
• Ensure appropriate formatting of developed or reviewed documents.
• Maintain up to date documentation and ensuring proper retention, protection and disposal of records.
• Successful hosting of Technical – Regulatory committee meetings, Working group and workshops.
• Good image of the Agency

Function 4: (including expected results)

• Coordinating travel arrangements and appropriate logistics with Agency’s designated travel agent, arranging travel schedules and reservations as may be directed resulting into: Accurate travel plans.
• Punctual provision of logistics where necessary.
• Timely retirements for the technical team where necessary

Function 5: (including expected results)

• In conjunction with the PHRAO, ensuring a conducive working environment for the technical personnel including checking that the lighting system, utilities and furniture are in order and arranging for repair if faulty resulting into: Availability of essential facilities required at the workplace.
• A conducive work environment for staff.
• Healthy and safe workforce.
• Enhanced productivity from staff.

Function 6: (including expected results)

• Coordinating and maintaining daily, monthly and quarterly schedules and internal meetings of the Technical Department resulting into: Efficient time and workday management and deliverables.
• Efficient running of internal meetings.

Function 7: (including expected results)

• Perform any other duties as may be assigned from time to time
  

QUALIFICATIONS AND EXPERIENCE
Education Requirements

• Relevant degree in office management and administration or any other relevant discipline.
• Must be computer literate with proven competence in MS Word, MS PowerPoint, MS Excel at a minimum.

Essential Experience, Technical Qualifications, knowledge and skills

• Five (5) years’ experience as a Secretary, Office Admin Assistant, Administrative Assistant or related job in a comparable organization.
• Knowledge of standard software packages and ability to learn company-acquired software.

Additional experience and skills

• Experience in working in an aviation environment.
• Training in Protocol, Diplomacy and Etiquette desirable.
• A certificate in Customer Care and Public Relations would be an added advantage.
• Travel liaison and conferencing experience.

PERSONAL ATTRIBUTES
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Teamwork: Works collaboratively with colleagues 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

Problem Solving Skills: Identifies and understands the cause, analyzes the situation, distinguishes between effective and ineffective solutions, makes decisions quickly, communicates the problem solution to others.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors’ language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed

Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Customer Orientation: Considers all those to whom services are provided, both internal and external, to be “customers” and seeks to see things from their point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies customers’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps customers informed of progress or setbacks in Programs; meets timeline for delivery of products or services to customers.

Estates Management Assistant

Estates Management Assistant at CASSOA September 2024

Only candidates from the following Partner States will be eligible for consideration for the above roles: Republic of Rwanda, Republic of Uganda, United Republic of Tanzania, Republic of South Sudan, Democratic Republic of Congo and the Federal Republic of Somalia.

JOB TITLE: Estates Management Assistant
GRADE: General Staff – G4
REPORTS TO (Functionally): Principal HR and Admin. Officer
REPORTS TO (Administratively): Director, Centre for Aviation Medicine
DUTY STATION: Centre for Aviation Medicine, Nairobi, Kenya

PURPOSE OF THE JOB
To ensure maintenance, safety, security and cleanliness of the building and facilities for a safe, secure and conducive working environment

DUTIES AND RESPONSIBILITIES

Function 1 – Operational Responsibility: (including expected results)

• Keeps safe custody of the keys to the building/premise including machine rooms, meter rooms, generator rooms, offices among others; ensures that lights are switched on and off as appropriate and that doors & windows are locked at all time when the buildings/premises are not in useresulting into: Security of work premises.
• Security of Agency assets.
• Proper and correct use of office equipment.
• Cost saving on unnecessary loss and equipment breakdown.

Function 2 – Operational Responsibility: (including expected results)

• Conducts routine inspection of the premises to identify breakages, defects, faults of leakages for appropriate attention; prepares maintenance schedule of leakages, breakages and damages to fittings, fixtures and furniture undertaken and to be undertaken for planning and budgeting purposesresulting into: Availability of essential facilities required at the workplace.
• A conducive work environment for staff.
• Healthy workforce.
• Enhanced productivity from staff.

Function 3 – Operational Responsibility: (including expected results)

• Conducts cleaning routine inspection of general office, washrooms, machine rooms, stores and common areas to ensure service provider is offering the services as per their engagement contract; prepares cleaning inspection reports and performance summary checklist to rate performance of service providerresults as: Quality service from contracted professional services.
• Realignment of professional services to the needs of the agency.
• Management of relations with the contracted service providers.

Function 4 – Managerial / Supervisory Responsibility: (including expected results)

• Oversees the provision of cleaning and environmental management services by contracted service provider; ensuring that premises are safe and free from hazardous materials, rodents and insectsresulting into: Safe and healthy work environment
• Positive brand image of the office environment
• Neat, tidy and well kempt office space

Function 5 – Physical Assets Management: (including expected results)

• Ensure generator set and all electrical fittings and fixtures, electric fence, fire hose reel & warning system working optimally; water supply system and fixtures i.e. pumps, borehole, underground water tank, washroom & kitchen plumbing fitting and fixtures work optimallyresulting into: Continuous service from the vehicle and generator.
• Accounting for fuel usage.
• Continuous power supply to the Agency premises.
• continuity of business at the Agency premises

Function 6 – Fleet Management: (including expected results)

• Transporting staff, partners and goods to various official destinations both within and outside Kenya resulting into: Movement of staff in order to execute their duties.
• Safety and security of the Agency staff and visitors during movements.
• Movements of Agency assets and goods to destinations they are required.

Function 7 – Fleet Management: (including expected results)

Updating all the vehicles’ documentations including log books and ensuring they are handy whenever required achieving results as: 

• Easy access to information on the vehicles.
• Records of vehicle usage.
• Use of vehicle in line with authorization.
• Control and monitoring of vehicle usage.

Function 8 – Fleet Management: (including expected results)

• Detecting and reporting any motor vehicle fault and liaising with the supervisor for repairs/servicing resulting in: Reliable and mechanically sound vehicles for use on the Agency business.
• Safety of agency staff and other personnel travelling on official duty. Cost savings on unnecessary vehicle breakdowns.
• Safety and comfort of the drivers manning the vehicles.

Function 9 – Operational Responsibility: (including expected results)

• Delivering and collecting mails from post office and ensuring reception by end users; also ensuring that all utility bills are paid on time achieving results as: Communication of the agency with its clients and stake holders.
• Protection of confidentiality and integrity of agency information.
• Smooth operation of the Agency business.

Function 10 – Supplies Management & Inventory Control: (including expected results)

• Supporting and providing a range of services in stores management functions resulting into: Proper housekeeping of the goods ie inventory, reusables, and consumables.
• Issuance of stores in line with the required procedures.
• Control of inventories to ascertain reorder level.
• Routine stock takes and stock count evaluation reports.
• Monthly Stock Utilization and evaluation reports.

Function 11 – Stakeholder Management: (including expected results)

• Foster a collaborative work approach with both internal and external stakeholders resulting in: Effective stakeholder management
• Harmonious relationships with all stakeholders and partners
• Ontime resolution of any arising disputes /concerns

COMPETENCIES
Professionalism:

• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenge

Teamwork:

• Works collaboratively with colleagues 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; shares credit for team accomplishments and accepts joint responsibility for team shortcomings
• Problem Solving Skills: Identifies and understands the cause, analyzes the situation, distinguishes between effective and ineffective solutions, makes decisions quickly, communicates the problem solution to others.
• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors’ language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

QUALIFICATIONS AND EXPERIENCE
Education Requirements

• Diploma in Building & Construction (or another related field)
• First Degree in a related field is desirable.
• Technical Qualifications, knowledge and skills Valid driving License.
• Basic trainings in stores and or property management.
• Basic trainings in Office Management and Administration desirable.
• Proficient in computer applications preferably MS Word, Excel.

Experience

• Five (5) years’ experience in Estate Management or related job in a comparable organization.
• Driving experience of at least five (5) years in a busy organization.
• Membership to the Institution Engineering Technologists & Technicians (IET) highly desirable.

How to Apply:
This is Full-time Job, Applications, quoting the job advert reference number of the position applied for in the application letter & as the subject on the email, should be sent via email (all soft copies should be in PDF and in one file) to the email address recruitment@cassoa.org and should comprise of a signed application letter; the completed and signed EAC CASSOA Personal History Form (Download); copies of relevant academic and professional certificates; proof of nationality and age i.e. copy of national identity card, birth certificate or passport.
Go to our Homepage To Get Relevant Information.
The applications should be received not later than 13th September 2024.

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