Secretary (AfCFTA) at the African Union (AU) Full Time

Job Title: Secretary (AfCFTA)

Requisition ID: 2142
Location: Accra, Ghana
Contract Type: Regular
Job Grade: GSA4
Reports to: Senior HR Generalist
Directorate / Department / Organ: Administration and Human Resources Management
Division: Administration and Human Resources Management
Number of Direct Reports: 0
Number of Indirect Reports: 0

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.

Remuneration
Indicative basic salary of USD12,834.00 (GSA4 Step1) per annum plus other related entitlements e.g. Post adjustment ( 57% of basic salary), Housing allowance USD16,813.44 (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.

Application Closing Date
8th March, 2024 (11h59 p.m. EAT).

Note

• 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.
• Gender Mainstreaming: The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.