Purpose of Job
To provide secretarial and clerical support services to the assigned supervisor or the Office in general for its effective functioning.
Main Functions
• Provide timely operational support
• Implement operational activities as scheduled and report.
• Assist in the follow up on logistical arrangements, activity implementation and provision of updates.
• Liaise effectively with internal and external stakeholders.
• Follow up meeting decisions and correspondence outcomes and ensure their implementation.
• Prepare routine office communication and assist in compiling data and information for reporting purposes.
• Assist in the creation, improvement and maintenance of record and retrieval systems
• Follow up on provision and maintenance of office facilities and materials.
Specific Responsibilities
• Draft responses to routine correspondences for the signature of the supervisors;
• Type and proof-read documents, reports, etc as may be required by assigned supervisors;
• Attend visitors and staff and provide them with basic information on relevant issues and procedures;
• Assist in the follow up on logistical arrangements, activity implementation and provision of updates;
• Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents;
• Respond to and screen various correspondences such as telephone calls, e-mail messages and ensure follow up with supervisors and partners;
• Keep an up to date diary of appointments for supervisors;
• Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
• Provide day to day routine administrative supports to various work units of the assigned \ Units;
• Ensure availability of stationery stock, equipment and furniture in offices assigned;
• Perform reception services where required; and
• Perform any other relevant duties and responsibility as may be assigned.
Academic Requirements and Relevant Experience
• Diploma in Secretarial Science, Administrative Services, Office Management, or related studies with 3 years of relevant secretarial work experience in public organizations, diplomatic missions, international organizations or international non-governmental organizations.
• Candidates who are holders of Bachelor’s Degree in Secretarial Science, Administrative Services, Office Management, or related studies are required to have a minimum of 2 years of relevant secretarial work experience in public organizations, diplomatic missions, international organizations or international non-governmental organizations.
• Communication related training is an added advantage.
Required Skills
• Excellent knowledge of computer office applications such as Word, Excel, Outlook and Power Point
• Sound planning and organizational skills
• Very good typing skills, of at least fifty words per minute.
• Good interpersonal skills
• Strong communication ability both orally and in writing
• Proficiency in any one of the AU officials working languages (English, French, Arabic, Portuguese, Spanish and Kiswahili) is a requirement, while fluency in two, specifically English and French is an added advantage.
• Excellent team player and able to work in a multi-cultural environment.
• Good analytical skills and ability to identify workable alternative and solutions, firm yet flexible, confident.
• Able to manage stress.
• Strong personality but friendly, polite and patient.
• Work quickly, accurately and efficiently, meeting tight deadlines.
• Be able to work unsupervised on your own initiative;
Leadership Competencies
Core Competencies
Functional Competencies
TENURE OF APPOINTMENT:
The appointment will be made on a regular term contract for a period of three (3) years, of which the first twelve months shall be considered as a probationary period. Thereafter, the contract will be for a period of two years renewable, subject to satisfactory performance and deliverables.
GENDER MAINSTREAMING:
The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.
LANGUAGES:
Proficiency in any one of the AU official working languages (English, French, Arabic, Portuguese, Spanish and Kiswahili) is a requirement, while fluency in two, specifically English and French is an advantage
REMUNERATION:
Indicative basic salary of US$ 12,834.00 (GSA4 Step 1) per annum plus other related entitlements e.g. Post adjustment (48% of basic salary), Housing allowance US$ 16,813.44 (per annum), and education allowance (100% of tuition and other education-related expenses for every eligible dependent up to a maximum of US$ 10,000.00 per child per annum), for internationally recruited staff and a maximum of $3,300 per child per annum for locally recruited staff
Applications must be made not later than February 13, 2023.
Only candidates who have met all the requirements of the post and have been selected for an interview will be contacted.
Only applications registered online with a complete curriculum vitae (CV) attached will be considered.
The Africa Union is an equal opportunity employer and female candidates are strongly encouraged to apply
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