Secretary, AfCFTA - African Union Commission

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

• 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

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

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