Receptionist (AU-SAFGRAD) 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: Receptionist (AU-SAFGRAD)

Requisition ID: 2382
Location: Ouagadougou, Burkina Faso
Job Grade: GSA4
Contract Type: Regular
Division: AU-SAFGRAD
Reports to: Finance and Administrative Officer, UA-SAFGRAD
Directorate/Department/Organ: DARBE

Purpose of Job

• To fulfill the role of Receptionist at AU-SAFGRAD, you will be the initial point of contact for visitors, guests, and callers, ensuring a hospitable and efficient experience.
• Your responsibilities will encompass managing communication and administrative tasks proficiently, thereby contributing to the seamless operation of the office.

Main Functions

• Greet guests on their arrival at the office.
• Guide visitors towards the appropriate person and office.
• Answer, screen and transfer incoming telephone calls and communications to recipients.
• Ensure reception area is tidy and presentable.
• Provide basic and accurate information over the phone and face-to-face.
• Receive, sort, record and distribute mail to recipients.
• Update calendars and plan meetings in consultation with the Office manager’s secretary.
• Prepare the final list and flight itinerary for participants attending the Office’s various workshops.
• File and photocopy documents.
• Greet visitors, face-to-face and over the phone; answer or ask questions.
• Guide visitors by keeping employee directories up to date; give instructions.
• Maintain telecommunication systems by following manufacturer’s instructions for telephone operation.
• Maintain a safe and clean reception area by complying with procedures, rules and regulations.
• Keep records of incoming and outgoing mail and courier deliveries.
• Perform messenger and liaison duties with external contacts.
• Maintain subsidiary records of telephone usage as needed.
• Provide support at meetings as required.
• Undertake data entry as required.
• Perform any other duties as assigned by supervisor.

Specific Responsibilities

• Provide a friendly and professional welcome to all visitors.
• Respond to inquiries from visitors regarding directions, schedules, and general information about the office.
• Manage incoming calls and direct them to the appropriate staff members, taking messages as necessary.
• Schedule appointments for meetings and ensure rooms are prepared accordingly.
• Follow security protocols and ensure visitors sign in and receive appropriate visitor passes.
• Assist with logistical arrangements for meetings.
• Provide general administrative support such as handling mail, maintaining records, and coordinating courier services.

Academic Requirements and Relevant Experience

• Minimum of Diploma (Bac +2) or Bachelor (Bac + 3) Degree with three (3) and two (2) years in Secretarial Studies or Office management is required. A higher qualification would be an added advantage 
• Experience working with an international organization will be an added advantage.

Required Skills:

• Excellent interpersonal and communication skills.
• Good planning and organizational skills.
• Discretion in handling confidential information
• Communication, report writing and presentation skills  
• Ability to successfully manage ambiguity   
• Ability to work across business units / geographies; cultural sensitivity 
• Knowledge in the use of Microsoft office suite 
• Fluency in French. Knowledge of any other African Union working language will be an added advantage.

Leadership Competencies:
Core Competencies:

• Building Relationship
• Communicating with impact

Functional Competencies:

• Conceptual thinking:
  • Job Knowledge and information sharing
  • Drive for Results
  • Continuous Improvement Orientation

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.

Gender Mainstreaming:

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

Language:

• Proficiency in one of the AU working languages (Arabic, English, French, Portuguese, Kiswahili and Spanish) is mandatory.

Remuneration
Indicative basic salary of US$ 12,834.00 (GSA4 Step1) per annum plus other related entitlements e.g. Post adjustment ( 55% 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
4th October, 2024; 11h59 p.m. EAT.