Secretary (PAP) at African Union(AU)

Requisition ID: 1432
Location: Midrand, South Africa
Reports to: Human Resources Officer
Directorate/Department: Finance, Administration & Human Resources
Division: Administration & Human Resources
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA4
Number of Positions: 1
Contract Type: Regular

Purpose of Job

• To provide secretarial and general administrative support services.

Main Functions

• Arranges appointments and maintains calendar of activities for the supervisor.
• Prepares meetings both internal and external as assigned.
• Types, proof-reads, saves, classifies and dispatches documents, letters, memos,
• reports, faxes, emails.
• Drafts responses to correspondence.
• Filing of all correspondence.
• Placing shorthand, dictation and typing transcription verbatim and editing correspondence, documents and reports.
• Receives official guests and visitors.

Specific Responsibilities

• Takes minutes and notes during meetings as assigned.
• Creates purchase requisitions for travel, stores requisitions and other services for the Division/Unit assigned.
• Maintains the Division/Unit retrievable filing system for all incoming and outgoing correspondences.
• Provides secretarial and administration support during Pan-African Parliament’s statutory meetings by preparing invitation letters and contracts for support staff.
• Maintains the diary of the activities of the supervisor.

Academic Requirements and Relevant Experience

• A Diploma in Secretarial Studies, Management, Administration with three (3) years secretarial experience in a busy office or a Bachelor’s Degree in the above fields with two (2) years relevant work experience.

Required Skills:

• Good knowledge of modern office procedures.
• Excellent knowledge and practical experience of computer programs at the user level i.e. Word, Excel, PowerPoint, SAP, etc
• Good Interpersonal and communication skills. 
• Planning and organizational skills.
• 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:

• 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

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.

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.

Remuneration
Indicative basic salary of US$ 12,834.00 (GSA4 Step 1) per annum plus other related entitlements e.g. Post adjustment (57% 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.