• Application Deadline: Mon, 13 Feb 2023 00:00:00 GMT
• Position: Administrative Assistant - Multilateral Environment Agreements (MEAs)


• Job Type Contract , Full Time


• Qualification BA/BSc/HND


• Experience 2 years


• Location Not specified


• Job Field Administration / Secretarial 
  

Performs the administrative operation of the Project to ensure delivery of results within proposed budget and timeframe.

Main Functions

• Provides timely administrative support to the MEAs Project


• Assists in activity planning as required


• Prepares operational work schedules and follow up implementation  


• Coordinates and/or engage in logistical work, particularly preparations needed for organization of meetings


• Assists in the creation, improvement and maintenance of operational processes and systems


• Prepares office communication and draft reports.


• Handles communication at operational level and provide update; is in charge of dispatch of documents  


• Assists in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets: and activities.

Specific Responsibilities

• Analyses and maintains an overview of the Project’s work to ensure that timely administrative support is provided in general and specialized areas;


• Provides support in the organization of meetings including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Project Office


• Provides support for the up-keep of the Project Coordinator’s Diary, as required


• Lliaise effectively with internal and external stakeholders on administrative matters of the Project (this includes in relation to facilities (office space and equipment), security and protocol items (security/ID badges and passports) with assistance from other support staff (ie Secretaries, Clerks and Mail Runners); 


• Liaises with the HR Management, Operations Support Services, Finance and Conference Management & Publication Directorates to provide first hand support in areas such as, but not limited to, procurement and travel management; leave management, performance management, contract management, budget management; interpretation, translation and venue arrangement issues respectively 


• Participates in the preparation, implementation and monitoring of budgets and liaise with the Finance Directorate on budgetary matters on behalf of the Project as required.


• Ensures the timely sourcing and ordering stationery and office equipment for the Project.


• Compiles information on staff official missions, various official trips and leave schedules for better information on staff presence and allocation of tasks. 


• Ensures the collection and maintenance of a database of special files. Create, update and maintain special files (of confidential nature or for closer access and use) through an organised filing system and maintains a records system for tracking purposes.


• Ensures confidentiality of information and management records; 


• Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summary, reports, briefing papers, power point presentations and other documents as required;


• Assists in preparation, quality control and compilation of Finance and Human Resources related documents.


• Monitors meeting and correspondences outcomes and decisions and provide support in following up on their implementation; prepare update report for the Project Coordinator’s reference as need be.


• Prepares and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes.


• Provides communications support and assistance to ensure timely responses to inquiries, email and correspondences.


• Performs all other administrative duties for the MEAs Project, as required

Academic Requirements and Relevant Experience

• Diploma in Office Management, Business Management/Administration or any related field from a recognized educational institution with 3 years of relevant work experience in administrative and/or secretarial work.


•  OR


• Bachelor’s Degree in Office Management, Business Management, Business Administration or any related field from a recognized educational institution with 2 years of relevant work experience in administrative and/or secretarial work.


• Additional academic qualification in the area of Environmental Management, Biodiversity, Law, or Project Management is an added advantage.


• Experience in providing administrative support in a projects/programme setting will be an added advantage.


• Experience in Office Management is mandatory


• Experience in planning and coordination of meetings with various stakeholders


• Work experience in SAP is an added advantage

Required Skills

• Excellent interpersonal skills 


• Sound planning and organizational skills


• Effective communication ability (both verbal and written); sound drafting skills


• Ability to work in a multi-cultural environment 


• Ability to give attention to details and to work effectively under pressure;


• Ability to organize and present data neatly and in an understandable and useful manner


• Proficiency in Microsoft Office (MS-Word, MS-Excel, MS-Power Point)


• Proficiency in one of the AU working languages, fluency in another AU language 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 and information sharing


• ..Task Focused


• ..Continuous Improvement Awareness