Secretary / Receptionist (CCP) 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 (CCP)

Req Id: 2802
Location: Brussels, Belgium
Job Grade: GSA4
Reports to: Finance and Administration Officer 
Division: AU Permanent Mission in Brussels
Contract Type: Regular

Purpose of Job

• Under the overall guidance of the Permanent Representative and direct supervision of the Finance and Admin Officer, the Secretary/Receptionist will support staff of the Permanent Mission in undertaking their mandates.

Main Functions

• Provide support in following up on the activities of the Permanent Mission, receiving all telephone calls and responding to them.
• Suggest new ways of enhancing the work at the reception desk of the Permanent Mission located at the office entrance.
• Participate in the organisation of relevant meetings, congresses and conferences with internal and external stakeholders.
• Provide support in preparation of reports, correspondence with African Group of ambassadors and respond to querries by email and telephone.
• Administrative support to the permanent mission by phone reception, office protocol duties, email reception and response to queries both by email and telephone, assist in meetings organization by document photocopy and distribution as well as secretarial duties.
• Replacing the Bilingual Secretary as need arises. 
• Undertaking other administrative duties as directed.

Specific Responsibilities
The Secretary Receptionist will undertake the following duties:- 

• Receive, respond to all telephone calls and pass to relevant persons.
• Perform reception and protocol services.
• Type and proof read documents, reports, correspondences, messages, queries, etc as may be required by assigned Supervisors.
• Receive and draft responses to routine correspondences for the signature of the Supervisors.
• Photocopy and distribute all documentation related to African Group Bureau and Plenary meetings and arrange conference room for all such meetings.
• 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 mail and documents.
• Answer and screen telephone calls/E-mail messages and ensure follow up with Supervisors and partners.
• Provide day-to-day routine administrative services to various work units of the mission station.

Academic Requirements and Relevant Experience

• Diploma or Bachelor Degree with three (3) or two (2) years respectively in Administrative and/or Secretarial Science or a related field.
• Advanced Certificate in secretarial studies (including a credit in minimum two of AU working languages). 
• A higher qualification will be an added advantage
• Excellent working knowledge of English and or French (knowledge of Dutch or German is added advantage).
• Excellent secretarial, interpersonal and office management skills.

Required Skills:

• Excellent oral and written communication skills in English & French (Knowledge of German & Dutch will be an added advantage).
• Excellent interpersonal skills to work and build relationship in a multicultural environment.
• Excellent drafting and presentation skills.
• Ability to effectively use office applications and data presentation/analysis tools.
• Ability to work across business units / geographies; cultural sensitive environment .
• Proficiency in one of the AU working languages, fluency in another AU language is an added advantage.

Leadership Competencies:
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.

Languages:

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

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.

Remuneration

• Indicative basic salary of US$ 12,834.00 (GSA4 Step 1) per annum plus other related entitlements e.g. Post adjustment (54% of basic salary), Housing allowance US$ 16,813.44 (per annum), and education allowance (100% of tuition and other education-related 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
22nd September 2025.