Administrative Assistant - Multilateral Environment Agreements (MEAs) at African Union(AU)

Performs the administrative operation of the Project to ensure delivery of results within proposed budget and timeframe.

Main Functions

• Provides timely administrative support to the MEAs Project
• Assists in activity planning as required
• Prepares operational work schedules and follow up implementation  
• Coordinates and/or engage in logistical work, particularly preparations needed for organization of meetings
• Assists in the creation, improvement and maintenance of operational processes and systems
• Prepares office communication and draft reports.
• Handles communication at operational level and provide update; is in charge of dispatch of documents  
• Assists in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets: and activities.

Specific Responsibilities

• Analyses and maintains an overview of the Project’s work to ensure that timely administrative support is provided in general and specialized areas;
• Provides support in the organization of meetings including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Project Office
• Provides support for the up-keep of the Project Coordinator’s Diary, as required
• Lliaise effectively with internal and external stakeholders on administrative matters of the Project (this includes in relation to facilities (office space and equipment), security and protocol items (security/ID badges and passports) with assistance from other support staff (ie Secretaries, Clerks and Mail Runners); 
• Liaises with the HR Management, Operations Support Services, Finance and Conference Management & Publication Directorates 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 
• Participates in the preparation, implementation and monitoring of budgets and liaise with the Finance Directorate on budgetary matters on behalf of the Project as required.
• Ensures the timely sourcing and ordering stationery and office equipment for the Project.
• Compiles information on staff official missions, various official trips and leave schedules for better information on staff presence and allocation of tasks. 
• Ensures the collection and maintenance of a database of special files. Create, update and maintain special files (of confidential nature or for closer access and use) through an organised filing system and maintains a records system for tracking purposes.
• Ensures confidentiality of information and management records; 
• Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summary, reports, briefing papers, power point presentations and other documents as required;
• Assists in preparation, quality control and compilation of Finance and Human Resources related documents.
• Monitors meeting and correspondences outcomes and decisions and provide support in following up on their implementation; prepare update report for the Project Coordinator’s reference as need be.
• Prepares and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes.
• Provides communications support and assistance to ensure timely responses to inquiries, email and correspondences.
• Performs all other administrative duties for the MEAs Project, as required

Academic Requirements and Relevant Experience

• Diploma in Office Management, Business Management/Administration or any related field from a recognized educational institution with 3 years of relevant work experience in administrative and/or secretarial work.
•  OR
• Bachelor’s Degree in Office Management, Business Management, Business Administration or any related field from a recognized educational institution with 2 years of relevant work experience in administrative and/or secretarial work.
• Additional academic qualification in the area of Environmental Management, Biodiversity, Law, or Project Management is an added advantage.
• Experience in providing administrative support in a projects/programme setting 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

• Excellent interpersonal skills 
• Sound planning and organizational skills
• Effective communication ability (both verbal and written); sound drafting skills
• Ability to work in a multi-cultural environment 
• Ability to give attention to details and to work effectively under pressure;
• Ability to organize and present data neatly and in an understandable and useful manner
• Proficiency in Microsoft Office (MS-Word, MS-Excel, MS-Power Point)
• Proficiency in one of the AU working languages, fluency in another AU language 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 and information sharing
• ..Task Focused
• ..Continuous Improvement Awareness