Secretary / Receptionist (PM) at the African Union (AU)

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: Secretary / Receptionist (PM)

Location: New York, USA
Employment Type: Full-time

Purpose of Job

• The incumbent is responsible for: Providing secretarial and clerical support services to the assigned supervisor or the Office in  general for its effective functioning.
• Perform secretarial and office administration/management duties. Type and proof read documents, reports, correspondences, messages, queries, etc. as may be required by assigned supervisor(s).
• Assist in preparing correspondences and documents as required. Perform office management and documentation duties as required.

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 (Bac+2) or Bachelor's (Bac+3) Degree with three (3) and two (2) years in Secretarial Studies or Office Management is required, or a related field with relevant work experience in public organizations, diplomatic missions, international organizations or international non-governmental organizations
• A higher qualification will be an added advantage.
• Communication related training is an added advantage.
• Experience within the African Union Commission, United Nations and other international organizations involving diplomatic engagements, and familiarity to the working environment will be 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:
Core Competencies:

• Building Relationships
• Communicating with impact

Functional Competencies:

• Job Knowledge and Information Sharing....
• Conceptual Thinking
• Drive for Results
• Continuous Improvement Orientation.

Application Closing Date
22nd July, 2024.