• Application Deadline: Mon, 13 Feb 2023 00:00:00 GMT
• Position: Secretary (AUSC)


• Job Type Contract , Full Time


• Qualification BA/BSc/HND


• Experience 2 years


• Location Not specified


• Job Field Administration / Secretarial 
  

To provide secretarial and clerical support services to the assigned supervisor or the Office in general for its effective functioning.

Main Functions

• Provide timely operational support


• Implement operational activities as scheduled and report.


• Assist in the follow up on logistical arrangements, activity implementation and provision of updates.


• Liaise effectively with internal and external stakeholders.


• Follow up meeting decisions and correspondence outcomes and ensure their implementation.


• Prepare routine office communication and assist in compiling data and information for reporting purposes.


• Assist in the creation, improvement and maintenance of record and retrieval systems


• Follow up on provision and maintenance of office facilities and materials.

Specific Responsibilities

•  Draft responses to routine correspondences for the signature of the supervisors; 


• Type and proof-read documents, reports, etc as may be required by assigned supervisors; 


• Attend visitors and staff and provide them with basic information on relevant issues and procedures;


• Assist in the follow up on logistical arrangements, activity implementation and provision of updates;


• Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents; 


• Respond to and screen various correspondences such as telephone calls, e-mail messages and ensure follow up with supervisors and partners; 


• Keep an up to date diary of appointments for supervisors; 


• Keep equipment in use in good condition and report on defects for maintenance and other necessary action;


• Provide day to day routine administrative supports to various work units of the assigned Units;


• Ensure availability of stationery stock, equipment and furniture in offices assigned;


• Perform reception services where required; and 


• Perform any other relevant duties and responsibility as may be assigned.

Academic Requirements and Relevant Experience

• Diploma in Secretarial Science, Administrative Services, Office Management, or related studies with 3 years of relevant secretarial work experience in public organizations, diplomatic missions, international organizations or international non-governmental organizations.


• Candidates who are holders of Bachelor’s Degree in Secretarial Science, Administrative Services, Office Management, or related studies are required to have a minimum of 2 years of relevant secretarial work experience in public organizations, diplomatic missions, international organizations or international non-governmental organizations.


• Communication related training is an added advantage.

Required Skills

• Excellent knowledge of computer office applications such as Word, Excel, Outlook and Power Point


• Sound planning and organizational skills 


• Very good typing skills, of at least fifty words per minute.


• Good interpersonal skills


• Strong communication ability both orally and in writing


• Proficiency in any one of the AU officials working languages (English, French, Arabic, Portuguese, Spanish and Kiswahili) is a requirement, while fluency in two, specifically English and French is an added advantage.


• Excellent team player and able to work in a multi-cultural environment. 


• Good analytical skills and ability to identify workable alternative and solutions, firm yet flexible, confident. 


• Able to manage stress. 


• Strong personality but friendly, polite and patient. 


• Work quickly, accurately and efficiently, meeting tight deadlines. 


• Be able to work unsupervised on your own initiative; 

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 and Information Sharing ....


• ..Task Focused


• ..Continuous Improvement Awareness