The African Union, established as a unique Pan African continental body, is charged with spearheading Africa’s rapid integration and sustainable development by promoting unity, solidarity, cohesion, and cooperation among the peoples of Africa and African states as well as developing a new partnership worldwide.

Purpose of Job

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