Administrative Assistants/Secretaries (Local), Botswana

VACANCY ANNOUNCEMENT: LOCAL ADMINISTRATIVE ASSISTANT/SECRETARY

The African Union Established as a unique Pan African continental body is charged with spearheading Africa's rapid integration and sustainable development by promoting unity, solidarity, cohesion and cooperation among the peoples of Africa and African States as well as developing a New Partnership worldwide. Its Headquarters is located at Addis Ababa, capital city of Ethiopia.

In seeking to achieve these objectives, the African Union has estabslihed Liaison Offices within the following Regional Economic Communities (RECs): Common Market for Eastern and Southern Africa (COMESA - Lusaka, Zambia); East African Community (EAC - Arusha, Tanzania); Economic Community of Central African States (ECCAS - Libreville, Gabon); Economic Community of West African States (ECOWAS - Abuja, Nigeria); Intergovernmental Authority on Development (IGAD) and the Southern Africa Development Community (SADC - Gaborone, Botswana).

The African Union Commission invites applicants who are citizens of Member States for the posts of Administrative Assistant/Secretary to serve within the Liaison Offices.

Post

Job title: Administrative Assistants/Secretaries (Local)

Grade: GSA5 step 5 (Local)

Directorate: Peace and Security

Duty Station: Gaborone (Botswana), Abuja (Nigeria), Lusaka (Zambia), Libreville (Gabon), Arusha (Tanzania), Djibouti (Djibouti)

To perform secretarial and office administrative/management duties for the African Union Liaison Offices (AULOs) within the six RECs named above

2. Major Duties and Responsibilities

The major duties and responsibilities of the Administrative Assistant/ Secretary are as follows

• Type and proof read documents, reports, correspondences, messages, queries, etc as may be required by assigned supervisors;
• Prepare special reports, evaluation and/or justifications as may be required for general administrative tasks;
• Draft responses to routine correspondences for the signature of the heads of the Liaison Offices/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 correspondes and documents;
• Answer and screen telephone calls/E-mail messages and ensure follow up with the relevant supervisors;
• Keep an up to date diary of appointments for supervisors and other senior staff of the liaison Office;
• 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 Liaison Office;
• Prepare and monitor the budget for the day-to-day running of the Liaison Office and supply relevant information to the head of the Liaison Office or Officer in charge of budget execution;
• Prepare meetings and follow-up of related decisions for the Liaison Office;
• Maintain policy, confidential and management records;
• Make travel arrangements for the Liaison Office; and
• Perform any other relevant duty/responsibility assigned.

3. Qualifications and Work Experience Required

Academic Qualification

• Diploma in Management or Administration from a recognized educational institution. A higher qualification will be an added advantage.
• Good knowledge and practical use of Computers are mandatory

Work Experience

• A minimum of five (5) years relevant work experience in administrative and/or clerical work
• Excellent secretarial and office management skills;
• A minimum of 5 years of relevant secretarial experience in a Government, public sector or international organization.

Knowledge, skills and abilities

• Excellent interpersonal and communication skills;
• Good knowledge of the workings of international organizations;
• Capacity to work under pressure and in a multicultural environment;
• Excellent computer literacy
• Experience in Microsoft office applications
• Good planning and organizational skills ;

4. Language

Proficiency in one of the African Union working languages (English, French, Arabic or Portuguese). Knowledge of other working languages would be an added advantage.

5. Tenure of Appointment

The appointment will be made on a fixed term contract for a period of one year, of which the first 3 months will be considered as a probationary period.

6. Gender Mainstreaming

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

7. Remuneration

The salary attached to the position is monthly of GSA5 (Step 5) 1, 779.53., for locally recruited staff.

Applications must be made through the AUC E-recruitment Website http://www.aucareers.org not later than 7 th September 2015.

Directorate of Administration and Human Resource Management African Union Commission