Purpose of Job

• The African Union, established as a unique Pan African continental body, is charged with spearheading Africa’s rapid integration and sustainable development by promoting unity, solidarity, cohesion and cooperation among the peoples of Africa and African States as well as developing a new partnership worldwide. Its Headquarters is located in Addis Ababa, capital city of Ethiopia.
• In seeking to achieve these objectives, the African Union intends to strengthen its capacity to deliver by, among others, the implementation of new organization structure and the filling of regular and short-term vacant posts.
• The Commission of the African Union invites applicants who are citizens of Member States for the regular post of Registry and Stores Clerk within the Human Resource and Administration Unit, at the Inter African Bureau for Animal Resources (IBAR), under the Directorate of Rural Development, Blue Economy and Sustainable Environment.

Main Functions

• Under the direct supervision of the Senior Human Resources and Administration Officer and the overall oversight of the Director of AU-IBAR. He/she shall perform the following tasks:

Main Duties and Responsibilities

• Ensure maintenance of registry system at the mission Office.
  • Set up and maintain the office filing system in accordance with the AU Filing System.
  • Establish and maintain a records system of file movements within the office as well as maintain office circulation and reading files.
  • Prepare correspondence and reports related to registry activities.
  • Participate in the creation and maintenance of an electronic registry/archive system.
• Provide effective mail management in the mission office.
  • Receive, register, and code incoming notices, letters and other correspondence and forward to proper department/unit/officer.
  • Register and dispatch outgoing communications, and follow-up on distribution.
  • Support to common services inventory count cost recovery.
• To manage the store with proper documentation               
  • Maintain and Act on Staff requisitions
  • Requisition forms received and filed
  • Records of stock upon receipt and requisitioning kept orderly
  • Procurement rules and regulations adhered to
• To ensure complete Purchase Requisitions and Parked Invoices for all purchases both stock and services done in the office        
  • Receive Complete records – memo and certificate of funds to raise purchase requisitions.
  • Raise Goods Receipt Notes upon receipt of goods in the organization
  • Park document upon receipt of Invoice and Delivery Note and send to Finance for payment
• To file all incoming documents in the Registry and to Update the filing index
  • filing index updated especially new project and correspondence and shared among administrative staff
• Managing of Assets procurement and movement within the office
  • Procurement of Asset upon requisition from unit
  • Asset list prepared for each and every office
  • Monitoring of asset movement within the office
  • Asset verification exercise carried out every year for the whole office
  • Maintain an Asset Register
• Answer queries from the Auditors.

Specific Responsibilities

• Management of the registry and mail distribution system
• Maintenance of stock in the stores to ensure continuity of operations in the office with proper documentation
• Management of all IBAR assets ensuring that stock take periods are undertaken and documented as well as monitoring movement of assets.
• Maintain the asset register so that it is always up to date
• Ensuring that obsolete assets are recorded and requests for disposal made

Academic Requirements and Relevant Experience

• Diploma in Supply Chain Management with three (3) years or a Bachelor’s Degree in Supply Chain Management with two (2) years work experience in Supply Chain Management, or a related field. A higher qualification than a Bachelor degree in the above-mentioned fields of study would be an added advantage. Records Management or Business Information Management qualifications will be considered as an added advantage.
• Proficiency in one of the AU working languages, fluency in another AU language is an added advantage

Required Skills

• Sound administrative skills and ability to multi task
• Meticulous attention to detail
• Excellent interpersonal and communication skills
• Highly developed organizational skills and ability to meet deadlines
• Possess the ability to work well under pressure
• Self-motivated, creative, and a reliable team player
• Ability to work in a multicultural setting
• Possess the ability to use IT tools to enhance any assigned tasks.

Leadership Competencies

• Strategic Insight
• Developing Others
• Change Management
• Managing Risk

Core Competencies

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

Functional Competencies

• Troubleshooting AUC 481
• Job Knowledge and Information Sharing
• Task Focused
• Continuous Improvement Awareness

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Purpose of Job

• The African Union, established as a unique Pan African continental body, is charged with spearheading Africa’s rapid integration and sustainable development by promoting unity, solidarity, cohesion and cooperation among the peoples of Africa and African States as well as developing a new partnership worldwide. Its Headquarters is located in Addis Ababa, capital city of Ethiopia.
• In seeking to achieve these objectives, the African Union intends to strengthen its capacity to deliver by, among others, the implementation of new organization structure and the filling of regular and short-term vacant posts.
• The Commission of the African Union invites applicants who are citizens of Member States for the regular post of Assistant Accountant within the Finance Unit, at the Inter African Bureau for Animal Resources (IBAR), under the Directorate of Rural Development, Blue Economy and Sustainable Environment.

Main Functions

• Under the supervision of the Senior Finance Officer the Assistant Accountant shall act as a support staff member within the finance department by performing accounting and payroll tasks for African Union.

Specific Responsibilities

 Accounting

• Manage a complete financial function of the Mission which would include a number of different and diverse operations and inter-related accounts of the financial system;
• Process and verify all bank payment and ensure that the accompanying supporting documents are complete and accurate;
• Keep and update financial records of the office;
• Maintain updated Personnel data (staff contract, leave management, up-to-date personnel information…)
• Maintain up to date files for service providers/contracts;
• Journalize monthly exchange difference and bank charges on the various payments effected through Foreign and Local bank accounts of the Mission;
• Adjust the local bank balance at the end of each month;
• Prepare bank reconciliations;
• Draft various correspondence related to financial and administrative matters and submit to the supervisor;
• Prepare financial statements to be audited;
• Prepare Financial Reports for consideration of the AU Headquarters and Donors as well as the certification of general expenditures;
• Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained accurately;
• Provide advice on financial and administrative policies, their application and related procedures for the office in accordance with the Financial Rules and Regulations, Staff Regulation and Rules and various circulars.
• Provide advice and corrective actions in response to audits and other queries to ensure adherence to the Organization’s Financial Rules and Regulations, Staff Rules as well as administrative instructions and circulars;

Payroll

• Maintaining payroll information by collecting, calculating, and entering data.
• Updating payroll records by entering changes in exemptions, insurance coverage, savings deductions, and job title and department/division transfers.
• Preparing reports by compiling summaries of earnings, taxes, deductions, leave, disability, and nontaxable wages.
• Determining payroll liabilities by calculating employee salary, statutory and other legal deductions income and other compensation payments.
• Resolving payroll discrepancies by collecting and analyzing information.
• Providing payroll information by answering questions and requests.
• Maintaining payroll operations by following policies and procedures; reporting needed changes.
• Maintaining employee confidence and protecting payroll operations by keeping information confidential

Academic Requirements and Relevant Experience

• A Diploma (BAC+2) in Accounting, Finance or Business Management, with a minimum of three (3) years of progressive work experience in accounts or finance.
• Or a Bachelor’s degree (BAC+3) in Accounting, Finance or Business Management, with a minimum of two (2) years of progressive work experience in accounts or finance.

Required Skills

• Excellent interpersonal skills and ability to organize and motivate others and to work in a multicultural environment.
• Excellent computer skills; Microsoft Office, Internet Explorer, SAP, etc ;
• Work experience in accounting packages is an advantage
• Good skills in planning and organization
• Good negotiation skills, good communication and presentation skills
• Proficiency in one of the AU working languages, fluency in another AU language is an added advantage

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