Purpose of Job
To provide secretarial and clerical support services in at least two AU official working languages to the assigned supervisor for its effective functioning.
Main Functions
• Draft and proofread documents, reports, correspondences, messages, queries, etc in two AU official working languages as may be assigned by supervisors;
• Respond to and screen various correspondences such as telephone calls, e-mail messages and ensure follow up with supervisors and partners,
• Attend visitors and staff and provide them with basic information on relevant issues and procedures;
• Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents.
• Provide timely operational support.
• Implement operational activities as scheduled and report.
• Assist in the follow up of 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 the provision and maintenance of office facilities and materials
Specific Responsibilities
• Keep an up to date diary of appointments for supervisors;
• Provide day to day routine administrative supports to various work units of the assigned Department / Division / Units;
• Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
• Ensure availability of stationery stock, equipment and furniture in offices assigned;
• Perform reception services where required;
• Type and proofread documents, reports, correspondences, messages, queries, etc. in two of the African Union working languages as may be required by assigned supervisors;
• Draft responses to routine correspondences for the signature of the supervisors;
• Receive guests/visitors/Staff and provide them with basic information on relevant issues and procedures;
• Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents;
• Answer and screen telephone calls/E-mail messages and ensure follow up with supervisors and partners;
• Keep an up-o-date diary of appointments for supervisors and other senior Staff
• 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 Divisions and Units;
• Perform any other relevant duties and responsibility as may be assigned.
Academic Requirements and Relevant Experience
Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant bilingual secretarial work experience in public organization, diplomatic mission, international organization or international non-governmental organizations.
Candidates who are holder of bachelor’s degree in Administrative Services, Office Management, Secretarial and Clerical related studies are required to have a minimum of 2 years of relevant bilingual secretarial work experience in public organization, diplomatic mission, international organization or international non-governmental organizations
Required Skills
-Excellent knowledge of computer office applications such as Word, Excel, Outlook and Power Point
-Sound planning and organizational skills
-Good interpersonal skills
-Strong communication ability both orally and in writing
-Excellent team player and able to work in a multi-cultural environment;
-Decision maker, firm yet flexible, confident;
-Be 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;
-Applicants must be proficient in two of the following African Union working languages; Arabic, English, French or Portuguese. Knowledge of one more or several other working languages would be an added advantage.
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 one of the AU working languages (Arabic, English, French, Portuguese, and Spanish) and fluency in another AU language is an added advantage
REMUNERATION:
Indicative basic salary of US$ 15,758.00 (GSA 5 Step1) per annum plus other related entitlements e.g. Post adjustment (57% 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.
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.
Applications must be made not later than May 19, 2023.
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