Secretary (AUSC) at African Union(AU)

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