African Union Commission Administrative/Secretarial Jobs in Accra
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The Secretary at African Continental Free Trade Area is to provide secretarial and clerical support services to the assigned supervisor or Department for its effective functioning.
Main Functions
- Provides support for the provision of logistical arrangements, activity implementation and provision updates.
- Liaises effectively with internal and external stakeholders.
- Follow up meeting decisions and correspondence outcomes and ensure their implementation.
- Prepares draft routine office communication and assists in compiling data and information for reporting purposes.
- Contributes to the creation, improvement and maintenance of record and retrieval systems
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- Draft initial requests on the provision and maintenance of office facilities and materials.
- Prepares documents for meetings
- Keeps diary of Director and informs him/her accordingly and timeously
- Receives and maintains proper correspondence at the Directorate
- Prompts action on correspondence and other routine matters
- Maintains good computer file naming procedures.
Specific Responsibilities
- Types and proof-read documents, reports, correspondences, messages, queries, as may be required by assigned supervisors;
- Drafts responses to routine correspondences for the signature of the supervisors;
- Receives guests/visitors/staff and provides them with basic information on relevant issues and procedures;
- Maintains a proper filing and records management system for all incoming and outgoing correspondences and documents;
- Answers and screens telephone calls/E-mail messages and ensure follow up with supervisors and partners;
- Keeps an up to date diary of appointments for supervisors and other senior staff of the division;
- Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
- Provides day to day routine administrative support to various work units of the assigned Department / Division / Units
- Performs reception services where required
- Performs any other relevant duty/responsibility assigned
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Academic Requirements and Relevant Experience
- Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant secretarial experience in the Public Sector or international organization
- A Bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies with 2 years’ relevant secretarial experience in any Public Sector or international organization;
- Typing Speed: 50 words per minute
Required Skills
- Computer skills, including excellent word processing, proficiency with e-mail and internet applications experience in using programmes such as MS Word, Excel and PowerPoint
- Planning and organizational skills
- Interpersonal skills
- Communication ability both orally and in writing
- Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and fluency in another AU language(s) is an added advantage
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Leadership Competencies
- Developing Others
- Flexibility
- Risk Awareness and Compliance
Core Competencies
- Teamwork and Collaboration
- Accountability awareness and Compliance
- Learning Orientation
- Communicating Clearly
Functional Competencies
- Troubleshooting
- Job Knowledge Sharing
- Task Focused
- Continuous Improvement Awareness
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