Administrative Assistant

The African Union is looking for, within the framework of its activities, 01 Administrative Assistant (AUSC)

Purpose of the position

Facilitate the smooth running of administrative support services, including but not limited to office administration and management, general services, operations, records management, purchasing, etc. within the AUSC Finance and Administration Unit and beyond as required.

Main functions

• Provide timely operational support;
• Assist in planning activities; 
• Prepare work schedules and monitor implementation; 
• Coordinate and/or participate in technical assistance and/or logistical work;
• Contribute to the creation, improvement and maintenance of operational processes and systems;
• Prepare office communication and write reports;
• Manage communication at the operational level and provide an update; 
• Contribute to the compilation and updating of data and information for the preparation, implementation and monitoring of budgets, activities, etc.

Specific responsibilities

• • Provide administrative support in accordance with the mandate of the Office;
  • Perform all duties related to administrative matters relating to the organization of meetings, seminars, workshops and conferences scheduled under the work plan of the AU Sport Council, including the booking and organization of meeting venues, travel arrangements for participants and other administrative arrangements; 

• Arrange all travel related to AUSC activities, including fact-finding missions, monitoring missions and other similar activities that require travel arrangements;
• Assist the Office in the timely preparation of relevant documents for meetings, seminars, workshops and conferences, and in the finalization of related reports; 
• Take administrative actions related to the acquisition of equipment and services, including the preparation of purchase orders, consultant contracts, associated payment requests, as well as the monitoring and follow-up of these requests; 
• Liaise with partner agencies on relevant financial and administrative matters, as well as with internal stakeholders, including Administration, Finance, HR Units within AUSC and corresponding directorates at AU Headquarters level , as required ;
• Facilitate the implementation and monitoring of budgets, as appropriate; liaise with the Accounting Assistant and the Finance and Administration Officer on budgetary matters, as required;
• Provide communication support to provide prompt responses to inquiries, respond to calls, emails and correspondence; help the team of secretaries when necessary;
• Draft and finalize correspondence, reports and documents and ensure accuracy of style and adherence to AU procedures and standards; 
• Put in place a filing system for all incoming and outgoing mail, including the establishment of a physical and electronic system for recording and archiving documents; create, update and maintain special records (of a confidential nature or for privileged official access) through an organized filing system;
• Manage correspondence to take priority action, report deadlines and act on current affairs; 
• Organize and maintain the schedule of appointments and prepare travel schedules for missions; schedule appointments, meetings and travel which may require coordinating arrangements for multiple attendees;
• Carry out any other task that may be entrusted to him.

Academic training and experience required

• The candidate must hold a Bac+2 level diploma or a Bachelor’s degree in administration, management, office management or a related field, with relevant professional experience of three (3) and two (2) years respectively .
• Work experience in international organizations would be an important asset. 
• Experience or knowledge of office management duties, secretarial duties, records management, procurement and supply chain management is required.
• An understanding of purchasing processes is required.
• Understanding and experience in facility management and correspondence handling is required.
• Experience in drafting official communications, preparing reports and summaries, presenting information for easy analysis and understanding is required.
• Experience in organizing events, liaising with various stakeholders and support functions.

Required Skills

• Excellent writing and data presentation skills;
• Ability to work under pressure and within precisely set deadlines;
• Ability to coordinate activities, contribute to planning, understand the link between activities and the objectives of the Office;
• Excellent knowledge and experience in using office applications including but not limited to MS Word, MS Excel, MS PowerPoint; Experience using the SAP system would be an important asset.
• Very good interpersonal skills, ability to work and get along with various interlocutors and stakeholders;
• Very good communication skills, both written and oral;
• Excellent sense of organization, very good time management;
• Attention to detail ; proactive, adaptable and flexible as needed;
• Ability to understand the requirements and standards of internal and external stakeholders; availability to help at any time;
• Understanding of AU work systems, particularly those of general administration, human resources, finance, procurement, protocol and conference management would be an advantage.
• An understanding of the diplomatic work environment, its requirements and realities is required.
• Fluency in one of the AU working languages ​​(English, Arabic, Spanish, French, Portuguese) is required. Knowledge of a second AU working language would be an advantage. Fluency in the French language would be an asset. Work experience in international organizations would be an asset.

Leadership skills

• Valuing others:
• Flexibility
• Awareness of risks and compliance with rules

Basic skills

• Team spirit and collaboration
• Awareness of responsibility and compliance with the rules
• Perception of learning.
• Clear communication
• Functional skills
• Repair
• Business knowledge and information sharing
• Task oriented
• Awareness of continuous improvement

EQUAL OPPORTUNITY:

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

DURATION OF CONTRACT AND STARTING UP:

Engagement in this position is on the basis of a regular contract for a period of 3 years, of which the first 12 months will be considered as a probationary period. Thereafter, the contract is renewable for a period of two years, subject to satisfactory results and achievements.

LANGUAGES:

Proficiency in one of the African Union working languages ​​(English, Arabic, Spanish, French, Portuguese). Knowledge of another AU language would be an added advantage.