Bilingual Secretary: AfCFTA - African Union

Purpose of Job

To provide secretarial and clerical support services in at least two AU official working languages to the assigned supervisor for its effective functioning.
 

Main Functions

• Draft and proofread documents, reports, correspondences, messages, queries, etc in two AU official working languages as may be assigned by supervisors; 
• Respond to and screen various correspondences such as telephone calls, and email messages and ensure follow-up with supervisors and partners,
• Attend visitors and 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.
• Provide timely operational support.
• Implement operational activities as scheduled and report.
• Assist in the followup 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

• Keep an up-to-date diary of appointments for supervisors; 
• Provide day-to-day routine administrative support to various work units of the assigned Department / Division / Units; 
• Keep equipment in use and in good condition and report on defects for maintenance and other necessary action; 
• Ensure availability of stationery stock, equipment and furniture in offices assigned; 
• Perform reception services where required; 
• Type and proofread documents, reports, correspondences, messages, queries, etc. in two of the African Union working languages as may be required by assigned supervisors;
• Draft responses to routine correspondences for the signature of the supervisors;
• 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/Email messages and ensure followup with supervisors and partners;
• Keep an uptodate diary of appointments for supervisors and other senior Staff 
• Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
• Provide daytoday routine administrative support to various work units of the assigned Divisions and Units;
• Perform any other relevant duties and responsibilities as may be assigned.
   

Academic Requirements and Relevant Experience

• Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant bilingual secretarial work experience in public organization, diplomatic mission, international organization or international nongovernmental organizations. 
• Candidates who are holder of bachelor’s degrees in Administrative Services, Office Management, Secretarial and Clerical related studies are required to have a minimum of 2 years of relevant bilingual secretarial work experience in public organization, diplomatic missions, international organizations or international nongovernmental organizations

Required Skills

• Excellent knowledge of computer office applications such as Word, Excel, Outlook and PowerPoint 
• Sound planning and organizational skills 
• Good interpersonal skills 
• Strong communication ability both orally and in writing
• Excellent team player and able to work in a multicultural environment; 
• Decision maker, firm yet flexible, confident; 
• Be able to manage stress. 
• Strong personality but friendly, polite and patient; 
• Work quickly, accurately and efficiently, meeting tight deadlines; 
• Be able to work unsupervised on your own initiative;
• Applicants must be proficient in two of the following African Union working languages; Arabic, English, French or Portuguese. Knowledge of one more or several other working languages would be an added advantage.