Secretary (CELHTO) Full Time NEW

Organization Information

Reports to: Coordinator of CELHTO and Senior officer
Directorate/Department/Organ: HHS
Division: AU-CELHTO
Number of Direct Reports: O
Number of Indirect Reports: 0
Job Grade: GSA4
Number of Positions: 2
Contract Type: Regular
Location: Niamey, Niger

Purpose of Job

•    To provide secretarial and clerical support services to the assigned supervisor or Department for its effective functioning.

Main Functions

•    Provides timely operational support.
•    Implement operational activities as scheduled and report.
•    Assist in the follow-up on logistical arrangements, activity implementation, and provision of updates.
•    Liaising 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.
•    Contributes to the creation, improvement and maintenance of record and retrieval systems.
•    Follow up on the provision and maintenance of office facilities and materials.
•    Perform any other task as requested by the supervisor.

Specific Responsibilities

•    Receive and prepare 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.
•    Maintains 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) 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.

Or

• Bachelor’s Degree (Bac+3) 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 organisational 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 one of the AU Official working languages (Arabic, English, Kiswahili, Portuguese, Spanish) is mandatory, whereas proficiency in two languages, especially English and French, is an added advantage.

Leadership Competencies

Core Competencies

Functional Competencies

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 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.

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

REMUNERATION:

Indicative basic salary of US$ 12,834 (GSA4 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 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.

  Applications must be submitted no later than November 21, 2024 11h59 p.m. EAT.
-Only candidates who meet all job requirements and are selected for interviews will be contacted.
-Consideration will be given only to those candidates who have submitted a fully completed online application with a curriculum vitae (CV), an African passport, and the required academic qualifications, such as Diplomas (Bac+2), Bachelor’s degrees (Bac+3), Master’s degrees (Bac+5) and any relevant certificate in line with the area of expertise.
-The African Union is an equal opportunity employer, and female candidates are strongly encouraged to apply.
-Candidates from less represented countries within the African Union are strongly encouraged to apply for positions that fit their profiles. These countries include Algeria, Angola, Cape Verde, Central African Republic, Comoros, Egypt, Equatorial Guinea, Eritrea, Eswatini, Guinea, Guinea-Bissau, Liberia, Libya, Madagascar, Mali, Morocco, Namibia, Sahrawi D.R., Sao Tome and Principe., Seychelles, Somalia and Tunisia.

 Requisition ID: 2423