Bilingual Secretary (AUC-PCRD) at African Union(AU)

Requisition ID: 1002
Location: Cairo, Egypt
Reports to: Executive Secretary / Senior Finance Officer
Directorate / Department: African Union Centre for Post-conflict Reconstruction and Development (AUC-PCRD)
Division: Office of the Executive Secretary and the Finance & Administration Unit (one each)
Job Grade: GSA4
Contract Type: Regular

Purpose of Job

• To provide secretarial and administrative support to the assigned office with the AU Centre for Post-conflict Reconstruction and Development for smooth implementation of its  mandate.

Main Functions

• 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
The Bilingual Secretary shall:

• Type and proofread documents, reports, correspondences, messages, queries, etc. in two of the African Union working languages (preferably Arabic and English), as may be required by assigned supervisors;
• Draft responses to routine correspondences in any of the two preferred African Union working languages for the signature of the supervisors;
• Perform routine translation of office correspondences and documents as required;
• 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 of the Centre;
• 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 reception services where required.

Academic Requirements and Relevant Experience

• A minimum of Diploma in Secretarial Science and Office Management, Administration or related fields is required with a minimum of three (3) years relevant work experience in providing secretarial services in Government, private or international organizations.

OR

• A Bachelor's Degree in Secretarial Science and Office Management, Administration or related field with a minimum of two (2) years relevant work experience in secretarial and office management services, in either governmental, private or international organization(s).
• A higher qualification will be an added advantage.
• Exposure to an international work environment similar to the AU Commission is an added advantage.

Required Skills:
Functional Skills:

• Typing Speed: 50 words per minutes
• Excellent secretarial and office management skills
• Excellent computer skills, including word processing, proficiency with e-mail and internet applications, excellent experience in using programmes such as MS Word, Excel and PowerPoint. Knowledge and experience of other MS Office programmes will be an added advantage
• Excellent skills in structural editing as well as proof reading with a keen eye for detail
• Good knowledge of the workings of international organizations
• Excellent ability to draft routine communication
• Good planning and organizational skills
• Personal Abilities
• Capacity to work under pressure and in a multicultural environment
• Excellent interpersonal and communication skills (both verbal and written).

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.

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.

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.

Remuneration
Indicative basic salary of US$ 12,834.00 (GSA4 Step1) per annum plus other related entitlements e.g. Post adjustment ( 48% 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