Office Assistant at African Union(AU)

Requisition ID: 361
Location: Douala, Cameroun
Reports to: Project Coordinator, ECCAS Unit
Directorate: Sustainable Environment & Blue Economy
Division: Environnement durable
Job Grade: GSA4

Purpose of Job

• The African Union Commission (AUC) has secured funding from the European Union for the implementation of the Global Framework for Climate Services (GFCS) through the Intra-ACP Climate Services and Related Application (ClimSA) programme.
• The programme addresses the issue of climate information throughout the entire supply chain of climate services covering generation and provision of climate services, access to information, user interface platforms, and capacity enhancement of critical players including, but not limited to, Regional Economic Communities (RECs), the National Meteorological and Hydrological Services (NMHSs) of Member States, and Regional Climate Centres (RCCs).
• It aims to enable Member States to develop and incorporate science-based climate information and prediction into development planning and decision-making at all levels, and to better manage risks of climate variability and change, Furthermore, it enhances policy and decision-making at continental, regional, national, community, and individual levels.
• The AUC is responsible for the overall continental coordination of the programme implementation, which includes the development and application of weather and climate information services; facilitation of capacity building for RECs and Member States; fostering sharing of best practices and coordinating knowledge management; procurement and supply of equipment for Member States and Regional Climate Centres; establishing and operationalization of the continental monitoring and reporting framework; facilitation of preparation of Africa State of Climate Reports and Outlooks; prudent management of financial resources; and monitoring and evaluation.
• The AUC is also directly responsible for the management and implementation of the project in the ECCAS region.
• The Office Assistant will provide active office management support to the project.

Main Functions

• The Office Assistant will be responsible for providing general office, secretarial and logistics support to the project for effective implementation of planned and/or daily routine work.

Specific Responsibilities
Document preparation and management:

• Coordinate daily receipt and dispatch of incoming and outgoing correspondences of the office.
• Draft routine outgoing letters, memos, correspondences, typing reports and format them for issuance.
• Maintain file of incoming and outgoing correspondences, various documents etc both in soft and hard copies.
• Maintain a proper filing and recording/referencing system for all incoming and outgoing correspondence and documents;

Communication:

• Receive incoming and make outgoing calls for the Office to ensure smooth running of communication while maintaining promptness and confidentiality.  Answer and screen telephone calls/e-mail messages and ensure follow up with relevant stakeholders;
• Receive guests/visitors/staff within the Project Office and provide them with basic information as required;

Event management and logistics:

• Assist in the organization of working meetings, events, conferences, manage and coordinate on-site logistics.
• Assist in administrative work including transport, arrangement of refreshment and catering, linked to official events and as required by supervisors.
• General administrative and logistics work:
• Work on the travel arrangement of Project staff, follow up on issuance of ticket and overall movement;
• Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
• Ensure the maintenance and replenishment of stationary stocks
• Provide day to day routine administrative support to various work units whenever required.
• Perform any other relevant duty/responsibility assigned.

Academic Requirements and Relevant Experience

• Candidates must have a minimum of Diploma in Secretarial Science, Office Management, Administration or any related field from a recognized educational institution.
• A higher qualification will be an added advantage
• Good knowledge and practical use of Computer office applications are mandatory (very good knowledge of MS-Word, MS-Excel, MS-PowerPoint).
• Knowledge of SAP will be an advantage.
• A minimum of three (3) years relevant work experience in office support and/or secretarial work
• Experience in Office Management is mandatory.

Required Skills:

• Excellent oral and written communication skills, using one of the AU working languages is mandatory, with preference to those spoken in the ECCAS (English and French). Capacity to communicate in a second AU working language (both orally and in writing) will be an added advantage.
• Drafting skills
• Attention to detail and ability to work effectively under pressure;
• Ability to organize and present data in an understandable and useful manner
• Excellent interpersonal skills, organisational ability and time management;
• Willingness to extend service beyond working hours, as and when necessary  
• Proactivity, adaptability and flexibility
• Excellent ability to use MS-Office (MS-Word, MS-Excel, MS-Power Point). Practical knowledge of using the SAP system will be an advantage.
• Excellent problem solving skills.

Leadership Competencies:

• Flexibility (GSA4)
• Risk Awareness and Compliance (GSA4)
• 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;

Tenure Of Appointment

• The appointment shall be for an initial period of one (1) year, the first three (3) months of which shall be on probation. It shall be renewable subject to performance and availability of funds.

Gender Mainstreaming

• The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.

Remuneration
The salary attached to the position is an annual lump-sum of US$  49,367.20  (GSA4 Step 5) inclusive of all allowances for internationally recruited staff, and US$  18,679.28  inclusive of all allowances for locally recruited staff of the African Union Commission.