Req Id: 2758

Purpose of Job

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

Main Functions

• Provides timely operational support
• Implements operational activities as scheduled and report.
• Assists in the follow up on logistical arrangements, activity implementation and provision of updates..
• Liaises effectively with internal and external stakeholders.
• Follows up meeting decisions and correspondence outcomes and ensure their implementation.
• Prepares routine office communication and assists in compiling data and information for reporting purposes.
• Assists in the creation, improvement and maintenance of record and retrieval systems
• Follows up on provision and maintenance of office facilities and materials.

Specific Responsibilities

• Types and proof reads documents, reports, correspondences, messages, queries, etc as may be required by assigned supervisors; 
• Drafts responses to routine correspondences for the signature of the supervisors; 
• Receives guests/visitors/staff and provides them with basic information on relevant issues and procedures;
• Maintains a proper filing and recording system for all incoming and outgoing correspondences and documents; 
• Answers and screens telephone calls/E-mail messages and ensures follow up with supervisors and partners; 
• Keeps an up to date diary of appointments for supervisors and other senior staff of the division; 
• Keeps 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 a Government, public sector or international organization
• Candidates who are holder of Bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies are required to have 2 years of relevant secretarial experience in a Government, public sector or international organization;
• Typing Speed: 50 words per minutes

Required Skills:

• Good 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
• Sound planning and organisational skills 
• Good interpersonal skills
• Strong communication ability both orally and in writing
• Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic or Spanish) 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;

Languages:

• Proficiency in one of the AU working languages (Arabic, English, French, Kiswahili, Portuguese, and Spanish) is mandatory and fluency in another AU language is an added advantage

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.

Remuneration

• Indicative basic salary of US$ 12,834.00 (GSA4 Step 1) per annum plus other related entitlements e.g. Post adjustment (57% of basic salary), Housing allowance US$ 16,813.00 (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.

go to method of application »