Job Summary and Kev Performance areas.

  • Reporting to a Director, the Programme/ Administrative Assistant will be responsible for:
  • Serving as the initial point of contact with the Director;
  • Giving secretarial and support services to resource people and MEFMI staff as required during workshops;
  • Organising meetings for department;
  • Document management; maintaining electronic and manual records
  • Manning the switchboard and keeping records of outgoing calls where applicable;
  • Operating office equipment such as copiers, personal computers, calculators, facsimile machines, printers;
  • Receiving and directing MEFMI visitors wishing to see the Director;
  • Receiving, recording and directing incoming mail and dispatching outgoing mail;
  • Processing of Word documents including letters, reports, and memos;
  • Editing and proof reading typed documents;
  • Checking outgoing correspondence signed by superiors to ensure accuracy and completeness of attachments;
  • Procuring goods and services;
  • Sending invitation and confirmation letters to member states and participants;
  • Managing travel and logistical arrangements;
  • Preparing event budgets and making related payments;
  • Undertaking reconciliation of expenditure on completion of events;
  • Capturing information into the activity database.

Academic Qualifications, Experience and Competencies


  1. Secretarial Diploma;
  2. b) Five (5) ‘0’ level passes including English, Mathematics/Accounts/Commerce;
  3. c) Progressive three (3) years’ experience in secretarial and receptionist work;
  4. d) Proven experience in the use of computers using Windows, Word, Excel, Power Point, Email and Internet;
  5. e) Excellent command of written and spoken English;
  6. f) Experience in managing workshop or equivalent events would be an advantage.
  7. g) Honesty and reliability;
  8. h) An effective planner with proven time management skills;
  9. i) Attention to detail, personal commitment, efficiency, flexibility with great team liaison skills;
  10. j) The ability to work at own initiative and to tight deadlines;
  11. k) Flexibility and adaptability to juggle between a range of tasks and work extra hours to meet deadlines;
  12. I) Confidentiality and discretion.


The successful candidates for the above positions will be appointed on a fixed term contract at a competitive remuneration package, which includes a tax free salary paid in US dollars.


Applicants for the above vacancies should submit written applications, clearly stating the position applied for, accompanied by certified certificates, a detailed CV with names and addresses (including telephone and e-mail) of three referees (the latest colour photograph to be pasted on the CV) to be received by 25 October, 2016.


Applications should be sent to:

The Executive Director
9 Earls Road
Alexandra Park
PO Box A1419

Email: stating the reference and position applied for.

MEFMI is an equal opportunity employer and female candidates are strongly encouraged to apply.

Only short-listed applicants will be contacted.