Secretary / Receptionist (PM)
Location:Â New York, USA
Employment Type: Full-time
Deadline  22nd July, 2024.
The African Union (AU) is a continental body consisting of the 55 member states that make up the countries of the African Continent. It was officially launched in 2002 as a successor to the Organization of African Unity (OAU, 1963-1999).
We are an Integrated, Prosperous and Peaceful Africa, driven by its own citizens and representing a dynamic force in the global arena.
Purpose of Job
- The incumbent is responsible for: Providing secretarial and clerical support services to the assigned supervisor or the Office in general for its effective functioning.
- Perform secretarial and office administration/management duties. Type and proof read documents, reports, correspondences, messages, queries, etc. as may be required by assigned supervisor(s).
- Assist in preparing correspondences and documents as required. Perform office management and documentation duties as required.
Main Functions
- Provide timely operational support
- Implement operational activities as scheduled and report.
- Assist in the follow up on logistical arrangements, activity implementation and provision of updates.
- Prepare routine office communication and assist in compiling data and information for reporting purposes.
- Assist in the creation, improvement and maintenance of record and retrieval systems
- Follow up on provision and maintenance of office facilities and materials.
- Liaise effectively with internal and external stakeholders.
- Follow up meeting decisions and correspondence outcomes and ensure their implementation.
Specific Responsibilities
- 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;
- 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;
- Assist in the follow up on logistical arrangements, activity implementation and provision of updates;
- Maintain 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;
- 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) or Bachelor’s (Bac+3) Degree with three (3) and two (2) years in Secretarial Studies or Office Management is required, or a related field with relevant work experience in public organizations, diplomatic missions, international organizations or international non-governmental organizations
- A higher qualification will be an added advantage.
- Communication related training is an added advantage.
- Experience within the African Union Commission, United Nations and other international organizations involving diplomatic engagements, and familiarity to the working environment will be an added advantage.
Required Skills:
- Excellent knowledge of computer office applications such as Word, Excel, Outlook and Power Point
- Sound planning and organizational skills
- Very good typing skills, of at least fifty words per minute.
- Good interpersonal skills
- Strong communication ability both orally and in writing
- Good analytical skills and ability to identify workable alternative and solutions, firm yet flexible, confident.
- Able to manage stress.
- Strong personality but friendly, polite and patient.
- Work quickly, accurately and efficiently, meeting tight deadlines.
- Be able to work unsupervised on your own initiative.
- Proficiency in any one of the AU officials working languages (English, French, Arabic, Portuguese, Spanish and Kiswahili) is a requirement, while fluency in two, specifically English and French is an   added advantage.
- Excellent team player and able to work in a multi-cultural environment.
Leadership Competencies:
Core Competencies:
- Building Relationships
- Communicating with impact
Functional Competencies:
- Job Knowledge and Information Sharing….
- Conceptual Thinking
- Drive for Results
- Continuous Improvement Orientation.