Administrative Assistant (AFRIPOL/PAPS) at African Union(AU)

To provide general administrative support to the department for effective implementation of departmental work plan and daily routine work. 

Main Functions

• Provide timely operational support 
• Assist in activity planning 
• Prepare operational work schedules and follow up implementation  
• Coordinate and/or Engage in technical assistance and/or logistical work
• Assist in the creation, improvement and maintenance of operational processes and systems
• Prepare office communication and draft reports.
• Handle communication at operational level and provide update 
• Assist in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets, activities etc.

Specific Responsibilities

• Analyse and maintain an overview of the AFRIPOL’s work to ensure that timely administrative support is provided in general and specialized areas;
• Take the lead in supporting the organization of meetings including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Office of the Director and the directorate at large (as need be) 
• Liaise effectively with internal and external stakeholders on administrative, matters of the department (this includes in relation to facilities (office space and equipment), security and protocol items (security/ID badges and passports) with assistance from other secretarial staff, Clerks and Mail Runners; 
• Liaise with HR, Finance to provide first hand support in areas such as, but not limited to, Procurement and Travel Management; Leave Management, Performance Management, Contract Management, Budget Management; interpretation, translation and venue arrangement issues respectively 
• Participate in the preparation, implementation and monitoring of budgets and liaise with the Finance Directorate on budgetary matters on behalf of the AFRIPOL as required.
• Ensure the timely sourcing and ordering stationery and office equipment for the department.
• Be responsible for compilation of information on staff official missions, various official trips and leave schedules for better information on staff presence and allocation of tasks. 
• Create, update and maintain special files (of confidential nature or for closer access for Executive Director/Head Division & Unit’s use) through an organised filing system and maintains a records system for tracking purposes.
• Ensuring confidentiality of information and management records is guaranteed; 
• Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summary, reports, briefing papers, power point presentations and other documents as required;
• Assist the preparation, quality control and compilation of Finance and Human Resources related documents.
• Monitor meeting and correspondences outcomes and decisions and provide support in following up on their implementation; prepare update report for Executive Director/Head Division & Unit’s reference as need be.
• Prepare and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes.
• Provide communications support and assistance to ensure timely responses to inquiries, email and correspondences; assist the team of Secretaries whenever required. 

Academic Requirements and Relevant Experience

• Diploma in Administrative Services, , Business Administration, Office Management, Secretarial and Clerical or any related field from a recognized educational institution with 3 years of relevant work experience in administrative and/or secretarial in public organization, diplomatic mission, international organization or international non-governmental organizations.
• Candidates who are holders of Bachelor’s degree in Administrative Services, Office Management or any related field from a recognized educational institution are required to have 2 years of relevant work experience in administrative and/or secretarial work.
• A higher qualification will be an added advantage
• Experience in Office Management is mandatory.
• Experience in planning and coordination of meetings with various stakeholders
• Work experience in SAP is an added advantage 

Required Skills

• Attention to detail and ability to work effectively under pressure;
• Ability to organize and present data in an understandable and useful manner
• Sound planning and organisational skills 
• Good interpersonal skills
• Strong communication ability both orally and in writing
• Proficiency in Microsoft Office (MS-Word, MS-Excel, MS-Power Point)
• 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

• Trouble shooting;
• ..Job Knowledge Sharing
• Task Focused;
• ..Continuous Improvement Awareness