Bilingual Secretary (ACHPR) at the African Union (AU) Contract

Job Title: Bilingual Secretary (ACHPR)

Requisition ID: 1584
Location: Banjul, Gambia
Reports to: Executive Secretary to the Commission (ESTC)
Directorate: African Commission on Human and People’s Rights ACHPR
Number of Direct Reports: 0
Number of Indirect Reports: 0
Contract  Type: Regular
Job Grade: GSA5

Purpose of Job

• Provides general office management professional support for the effective and efficient running of the office of the Executive Secretary.

Main Functions

• Provides administrative and secretarial support support for the delivery of assignment in the respective area of work
• Facilitates and assists in implementing activities and programs with reference to established policies and procedures.
• Provides support in following up on the activities of the Executive Secretary
• Conducts initial analysis and generates draft reports in a timely manner for the respective Office and AU’s internal use
• Provides support in gathering required information and data, organizing them and making initial analysis to draft reports in a timely manner for the office’s use.
• Participates in the organisation of relevant meetings, congresses and conferences with stakeholders. Takes charge of logistical arrangement and updates senior officers regularly on progress.
• Prepares draft briefs from engagement with relevant mid-level stakeholders and develops relationships as may be delegated
• Provides support for the promotion of the activities of the ESTC including preparing leaflets, guidelines and fact sheets and others as appropriate in collaboration with counterparts in Communication
• Implements secretarial activities as scheduled and agreed.
• Assists in the creation, improvement and maintenance of record and retrieval systems

Specific Responsibilities

• Maintains the work schedule of the Office in general, prepare and share calendar in due time, to allow proper preparation for scheduled activities
• Analyses and maintains an overview of the ESTC’s work to ensure that timely administrative and technical support is provided in general and specialized areas;
• Prepares plans related to the organization of meetings identified by the ESTC, including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Office; guide and coordinates efforts of the administrative support and registry staff on planned activities
• Leads and provides guidance to the administrative support staff of the ESTC, to effectively channel incoming correspondences and enquiries, to liaise with internal and external stakeholders.
• Provides first hand technical and administrative support to the ESTC in preparing draft budgets, work plans, summaries (on technical, finance and human resource related files) for the reference of the supervisor, to facilitate guidance, decisions and actions, as appropriate.
• Conducts research on topics related to the activities of the office or matters identified by the Management and members of the ESTC, to facilitate activity implementation and decision making
• Prepares office communication including but not limited to official memos, note verbale, analysis reports and summaries, draft presentations (as required) in connection with the activities carried out by the respective office.
• Maintains special and confidential files and ensure adequate accessibility for the allowed users.
• Ensures that confidentiality of information and management records is guaranteed;
• Liaises with the administrative support personnel to ensure that meeting and correspondences outcomes is duly monitored and decisions implemented; provide timely report to the supervisor/concerned official; provide support in planning and executing next actions to realize expected outcomes.
• Prepares and participates in various departmental meetings and ensure that minutes and/or notes for review and endorsement by participants are timely prepared; review/edit and follow up on timely dispatch.
• Provides oversight on the activities of administrative support staff in relation to communications support to ensure timely responses to internal and/or external inquiries, coming through official correspondences, emails etc.
• Provides support to Administrative Assistants and Secretaries whenever required. Types and proof reads documents, reports, correspondences, messages, queries, etc as may be required by assigned 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
• Ensures the entire office of ESTC is properly arranged, clean and tidy all the time
• Performs any other relevant duties as may be directed or required

Academic Requirements and Relevant Experience

• Bachelor in Secretarial Science, Office Management, Business Management, Business Administration, Public Administration, or any related field from a recognized educational institution with two (2) years of relevant work experience in secretarial duties, office administration and management and/or program management, with adequate exposure to records management work.

OR

• Diploma in Secretarial Science, Office Management, Business Management, Business Administration, Public Administration, or any related field from a recognized educational institution with three (3) years of relevant work experience in secretarial duties, office administration and  management and/or program management, with adequate exposure to  records management work.
• A qualification or training in program/project management and a higher qualification will be an added advantage
• Experience in Office Management is mandatory.
• Experience in planning and coordination of meetings with various stakeholders is mandatory.
• Work experience in SAP will be an added advantage

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 English and French languages is the requirement. Fluency in additional AU language(s) (Arabic, Spanish, Kiswahili, Portuguese) is an added advantage

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 English and French languages is the requirement. Fluency in additional AU language(s) (Arabic, Spanish, Kiswahili, Portuguese) 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.

Gender Mainstreaming

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

Remuneration
Indicative basic salary of US$  15,758.00 ( GSA5 Step 1) per annum plus other related entitlements e.g. Post adjustment ( 46% 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.

Application Closing Date
13th February, 2023.

Note

• Only candidates who have met all the requirements of the post and have been selected for an interview will be contacted.
• Only applications registered online with a complete curriculum vitae (CV) attached will be considered.
• The Africa Union is an equal-opportunity employer, and female candidates are strongly encouraged to apply.