Bilingual Secretary (AfCFTA) at the African Union (AU) - 3 Openings

The African Union (AU) is a continental body consisting of the 55 member states that make up the countries of the African Continent. It was officially launched in 2002 as a successor to the Organization of African Unity (OAU, 1963-1999). We are an Integrated, Prosperous and Peaceful Africa, driven by its own citizens and representing a dynamic force in the global arena.

We are recruiting to fill the position below:

Job Title: Bilingual Secretary (AfCFTA)

Requisition ID: 1762
Location: Accra, Ghana
Contract Type: Regular 
Reports to: Director of the concerned department
Directorate / Department / Organ: TBC (AfCFTA)
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA5
Slot: 3 Openings

Purpose of Job

• To provide secretarial and clerical support services in at least two AU official working languages to the assigned supervisor for its effective functioning.

Main Functions

• Draft and proofread documents, reports, correspondences, messages, queries, etc in two AU official working languages as may be assigned by supervisors;
• Respond to and screen various correspondences such as telephone calls, email messages and ensure follow up with supervisors and partners,
• Attend visitors and staff and provide them with basic information on relevant issues and procedures;
• Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents.
• Provide timely operational support.
• Implement operational activities as scheduled and report.
• Assist in the follow up of 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 the provision and maintenance of office facilities and materials

Specific Responsibilities

• Keep an up to date diary of appointments for supervisors;
• Provide day to day routine administrative supports to various work units of the assigned Department / Division / Units;
• Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
• Ensure availability of stationery stock, equipment and furniture in offices assigned;
• Perform reception services where required;
• Type and proofread documents, reports, correspondences, messages, queries, etc. in two of the African Union working languages as may be required by assigned supervisors;
• Draft responses to routine correspondences for the signature of the supervisors;
• Receive guests/visitors/Staff and provide them with basic information on relevant issues and procedures;
• Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents;
• Answer and screen telephone calls/Email messages and ensure follow up with supervisors and partners;
• Keep an upodate diary of appointments for supervisors and other senior Staff
• Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
• Provide daytoday routine administrative supports to various work units of the assigned Divisions and Units;
• Perform any other relevant duties and responsibility as may be assigned.

Academic Requirements and Relevant Experience

• Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant bilingual secretarial work experience in public organization, diplomatic mission, international organization or international nongovernmental organizations.
• Candidates who are holder of bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies are required to have a minimum of 2 years of relevant bilingual secretarial work experience in public organization, diplomatic mission, international organization or international nongovernmental organizations.

Required Skills:

• Excellent knowledge of computer office applications such as Word, Excel, Outlook and Power Point
• Sound planning and organizational skills
• Good interpersonal skills
• Strong communication ability both orally and in writing
• Excellent team player and able to work in a multicultural environment;
• Decision maker, firm yet flexible, confident;
• Be 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;
• Applicants must be proficient in two of the following African Union working languages; Arabic, English, French or Portuguese. Knowledge of one more or several other working languages would be an added advantage.

Leadership Competencies:

• Flexibility L1
• Risk Awareness and Compliance L1

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;

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.

Languages:

• Proficiency in one of the AU working languages (Arabic, English, French, Portuguese, and Spanish) and fluency in another AU language is an added advantage.

Remuneration
Indicative basic salary of USD15,758.00  (GSA 5 Step1) per annum plus other related entitlements e.g. Post adjustment (57% of basic salary), Housing allowance US$ 16,813.44  (per annum), and education allowance (100% of tuition and other educationrelated 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
19th May, 2023.