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African Union Commission – Secretary.

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Secretary AfCFTA

Organization Information

Reports to: Director AHRM
Directorate/Department : Administration and Human Resources Management
Division : Administration and Human Resources Management
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA4
Number of Positions: 01
Contract Type: Regular 
Location: Accra, Ghana

Purpose of Job

To provide secretarial and clerical support services to the assigned supervisor or Department for its effective functioning.

Main Functions

•    Provides support for the provision of logistical arrangements, activity implementation and provision of updates.
•    Liaises effectively with internal and external stakeholders.
•    Follow up meeting decisions and correspondence outcomes and ensure their implementation.
•    Prepares draft routine office communication and assist in compiling data and information for reporting purposes.
•    Contributes to the creation, improvement and maintenance of record and retrieval systems
•    Draft initial requests on provision and maintenance of office facilities and materials.
•    Prepares documents for meetings 
•    Keeps diary of Director and informs him/her accordingly and timeously 
•    Receives and maintains proper correspondence at the Directorate
•    Prompts action on correspondence and other routine matters 
•    Maintains good computer file naming procedures.

Specific Responsibilities

•    Types and proof-read documents, reports, correspondences, messages, queries, as may be required by assigned supervisors; 
•    Drafts responses to routine correspondences for the signature of the supervisors; 
•    Receives guests/visitors/staff and provide them with basic information on relevant issues and procedures;
•    Maintains a proper filing and records management system for all incoming and outgoing correspondences and documents; 
•    Answers and screens telephone calls/E-mail messages and ensure follow up with supervisors and partners; 
•    Keeps an up to date diary of appointments for supervisors and other senior staff of the division; 
•    Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
•    Provides day to day routine administrative supports to various work units of the assigned Department / Division / Units 
•    Performs reception services where required
•    Performs any other relevant duty/responsibility assigned
 

Academic Requirements and Relevant Experience

•    Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant secretarial experience in Public Sector or international organization
•    A Bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies with 2 years’ relevant secretarial experience in any Public Sector or international organization;
•    Typing Speed: 50 words per minutes
 

Required Skills

•    Computer skills, including excellent word processing, proficiency with e-mail and internet applications experience in using programmes such as MS Word, Excel and Power Point
•    Planning and organizational skills 
•    Interpersonal skills
•    Communication ability both orally and in writing
•    Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and  fluency in another AU language(s) is an added advantage

Leadership Competencies

  • Developing Others..
  • ..Flexibility
  • ..Risk Awareness and Compliance

Core Competencies

  • ..Teamwork and Collaboration
  • ..Accountability awareness and Compliance
  • ..Learning Orientation
  • ..Communicating Clearly

Functional Competencies

  • ..Trouble shooting
  • ..Job Knowledge Sharing
  • ..Task Focused
  • ..Continuous Improvement Awareness

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$ 12,834.00 (GSA4 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.

CLICK HERE TO APPLY

Applications must be made not later than 23 May 2022.

Requisition ID: 1162

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