Receptionist Secretary Cashier - African Union

Purpose of Job

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 of updates.
• Provide support for cash flow management mainly in petty cash
• Reception of guests, delegates and official
• 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

• Receives guests/visitors/staff and provide them with basic information on relevant issues and procedures;
• Reception of all official correspondences, newspapers and others and insure the right dispatching
• Manage the cash flow and the petty cash and report to the Finance Directorate
• Types and proof-read documents, reports, correspondences, messages, and queries, as may be required by assigned supervisors;
• Drafts responses to routine correspondences for the signature of the supervisors;
• Receives guests/visitors/staff and provide 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, accounting Office Management, Secretarial and Clerical related studies with 3 years of relevant 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 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 Power Point
• 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;

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, Portuguese, and Spanish) and fluency in another AU language is an added advantage

REMUNERATION:

Indicative basic salary of US$ 12,834.00 (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.