Secretary (AfCFTA)
Job Description
AU Values
Respect for Diversity and Team Work
Think Africa Above all
Transparency and Accountability
Integrity and Impartiality
Efficiency and Professionalism
Information and Knowledge Sharing
Organization Information
Reports to: Senior HR Generalist
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 Directorate 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
A Bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies with 2 years’ relevant secretarial experience in any Public, Private Sector or international organization;
Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant secretarial experience in Public, Private 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, Spanish, Arabic and Swahili) and fluency in another AU language(s) is an added advantage
Leadership Competencies
Flexibility L1
Risk Awareness and Compliance L1
Core Competencies
Teamwork and Collaboration L1
Accountability awareness and Compliance L1
Learning Orientation
Communicating Clearly;
Functional Competencies
Job Knowledge Sharing;
Task Focused;
Trouble Shooting L1
Continuous Improvement Awareness L1
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.
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.
Applications must be submitted no later than March 8, 2024 11h59 p.m. UTC.
Only candidates who meet all job requirements and are selected for interviews will be contacted. -Consideration will be given only to those candidates who have submitted a fully completed online application with a curriculum vitae (CV), an African passport, and the required academic qualifications, such as Diplomas, Bachelor’s degrees, Master’s degrees and any relevant certificate in line with the area of expertise.
The African Union is an equal opportunity employer, and female candidates are strongly encouraged to apply.
Candidates from less represented countries within the African Union are strongly encouraged to apply for positions that fit their profiles. These countries include Algeria, Angola, Cape Verde, Central African Republic, Comoros, Egypt, Equatorial Guinea, Eritrea, Eswatini, Guinea, Guinea-Bissau, Liberia, Libya, Madagascar, Mali, Morocco, Namibia, Niger, Sahrawi D.R., Sao Tome and Principe., Seychelles, Somalia and Tunisia.
