November 11th, 2022 at 09:43 am
Receptionist Secretary Cashier at African Union
AU Values
- Respect for Diversity and Team Work
- Think Africa Above all
- Transparency and Accountability
- Integrity and Impartiality
- Efficiency and Professionalism
- Information and Knowledge Sharing
Organization Information
- Reports to: Directorate/Department
- Directorate/Department : Administration and Human Resources Management
- Division : Administration and Human Resources Management
- Location: Accra, Ghana
Purpose of Job
To provide secretarial and clerical support services to the assigned supervisor or Department for its effective functioning.
Main Functions
- Firstly, Provides support for the provision of logistical arrangements, activity implementation and provision of updates.
- Secondly, Provide support for cash flow management mainly in petty cash
- Thirdly, Reception of guests, delegates and official
- Moreover, Liaises effectively with internal and external stakeholders.
- Additionally, Follow up meeting decisions and correspondence outcomes and ensure their implementation.
- More so, Prepares draft routine office communication and assist in compiling data and information for reporting purposes.
- Furthermore, Contributes to the creation, improvement and maintenance of record and retrieval systems
- Besides that, Draft initial requests on provision and maintenance of office facilities and materials.
- Then, Prepares documents for meetings
- Also, Keeps diary of Director and informs him/her accordingly and timeously
- Again, Receives and maintains proper correspondence at the Directorate
- Afterwards, Prompts action on correspondence and other routine matters
- Finally, Maintains good computer file naming procedures.
Specific Responsibilities
- Receives guests/visitors/staff and provide them with basic information on relevant issues and procedures;
- Reception of all official correspondences, newspapers and others and insure the right dispatching
- Manage the cash flow and the petty cash and report to the Finance Directorae
- Types and proof-read documents, reports, correspondences, messages, queries, as may be required by assigned supervisors;
- Drafts responses to routine correspondences for the signature of the supervisors;
- Receives guests/visitors/staff and provide them with basic information on relevant issues and procedures;
- Maintains a proper filing and records management system for all incoming and outgoing correspondences and documents;
- Answers and screens telephone calls/E-mail messages and ensure follow up with supervisors and partners;
- Keeps an up to date diary of appointments for supervisors and other senior staff of the division;
- Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
- Provides day to day routine administrative supports to various work units of the assigned Department / Division / Units
- Performs reception services where required
- Performs any other relevant duty/responsibility assigned
Academic Requirements And Relevant Experience
- Diploma in Administrative Services, accounting Office Management, Secretarial and Clerical related studies with 3 years of relevant experience in Public Sector or international organization
- A Bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies with 2 years’ relevant experience in any Public Sector or international organization;
- Typing Speed: 50 words per minutes
Required Skills
- Computer skills, including excellent word processing, proficiency with e-mail and internet applications experience in using programmes such as MS Word, Excel and Power Point
- Planning and organizational skills
- Interpersonal skills
- Communication ability both orally and in writing
- 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
- 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 Sharing;
- Task Focused;
- Lastly, 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 Step1) 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.
Closing Date : 12th Dec, 2022
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