Responsibilities

Ensure that daily administrative support is provided in general and specialized areas.

Schedule appointments, meetings and travel arrangements which may include coordinating arrangements for multiple participants.

Create, update and maintain organized files and records including a system for tracking, monitoring and prioritizing tasks.

Ensuring confidentiality of information and management records is guaranteed.

Prepare correspondences, executive summary, reports, briefing papers, power point presentations and other documents as required.

Liaising effectively with internal and external stakeholders including building and maintaining relationships with individuals and groups who have a vested interest in the work of the organization, such as clients, vendors, contractors, and colleagues.

Monitor meeting and correspondences outcomes and decisions and follow-up on their implementation.

Prepare and participate in various meetings and take minutes and/or notes.

Responsible for coordinating logistic arrangements including visas, flights, hotels, meetings, transportation and other required logistics support.

Ensures complete travel packages to staff in advance of departure.

Prepares travel claims for executive and management staff and other staff as appropriate.

Sourcing and ordering stationery and office equipment as may be required.

Perform any other duties as may be assigned by Supervisors.

Assist in general office management.

Minimum Requirements:

Qualification & Experience:

A minimum of Diploma in secretarial or office management is required with 3 years of experience.
Or Bachelor’s Degree in Business Management, Secretarial of office management or related field with 2 years’ experience

Relevant Experience:

A minimum of 3 years relevant work experience in administrative and/or secretarial work. Experience in Office Management is mandatory.

Language Requirement

Applicants must be proficient in at least one of the AU languages. Knowledge of one or more additional African Union working languages would be an added advantage.