To provide secretarial and clerical support services in at least two AU official working languages to the assigned supervisor for its effective functioning.
Job Description
Job Title: Bilingual Secretary (AfCFTA)
Main Functions
- Draft and proofread documents, reports, correspondences, messages, queries, etc in two AU official working languages as may be assigned by supervisors;
- Respond to and screen various correspondences such as telephone calls, e-mail messages and ensure follow up with supervisors and partners,
- Attend visitors and staff and provide them with basic information on relevant issues and procedures;
- Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents.
- Provide timely operational support.
- Implement operational activities as scheduled and report.
- Assist in the follow up of logistical arrangements, activity implementation and provision of updates.
- Liaise effectively with internal and external stakeholders.
- Follow up meeting decisions and correspondence outcomes and ensure their implementation.
- 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 the provision and maintenance of office facilities and materials
Specific Responsibilities
- Keep an up to date diary of appointments for supervisors;
- Provide day to day routine administrative supports to various work units of the assigned Department / Division / Units;
- Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
- Ensure availability of stationery stock, equipment and furniture in offices assigned;
- Perform reception services where required;
- Type and proofread documents, reports, correspondences, messages, queries, etc. in two of the African Union working languages as may be required by assigned supervisors;
- Draft responses to routine correspondences for the signature of the 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 correspondences and documents;
- Answer and screen telephone calls/E-mail messages and ensure follow up with supervisors and partners;
- Keep an up-o-date diary of appointments for supervisors and other senior Staff
- 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 Divisions and Units;
- Perform any other relevant duties and responsibility as may be assigned.
Academic Requirements And Relevant Experience
Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant bilingual secretarial work experience in public organization, diplomatic mission, international organization or international non-governmental organizations.
Candidates who are holder of bachelor’s degree in Administrative Services, Office Management, Secretarial and Clerical related studies are required to have a minimum of 2 years of relevant bilingual secretarial work experience in public organization, diplomatic mission, international organization or international non-governmental organizations
Required Skills
- Excellent knowledge of computer office applications such as Word, Excel, Outlook and Power Point
- Sound planning and organizational skills
- Good interpersonal skills
- Strong communication ability both orally and in writing
- Excellent team player and able to work in a multi-cultural environment;
- Decision maker, firm yet flexible, confident;
- Be 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;
- Applicants must be proficient in two of the following African Union working languages; Arabic, English, French or Portuguese. Knowledge of one more or several other working languages would be an added advantage.