To provide secretarial and clerical support services to the assigned supervisor or Directorate for its effective functioning.
Main Functions
• Provides support for the provision of logistical arrangements, activity implementation and provision of updates.
• Liaises effectively with internal and external stakeholders.
• Follow up meeting decisions and correspondence outcomes and ensure their implementation.
• Prepares draft routine office communication and assist in compiling data and information for reporting purposes.
• Contributes to the creation, improvement and maintenance of record and retrieval systems
• Draft initial requests on provision and maintenance of office facilities and materials.
• Prepares documents for meetings
• Keeps diary of Director and informs him/her accordingly and timeously
• Receives and maintains proper correspondence at the Directorate
• Prompts action on correspondence and other routine matters
• Maintains good computer file naming procedures.
Specific Responsibilities
• 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
• A Bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies with 2 years’ relevant secretarial experience in any Public, Private Sector or international organization;
• Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant secretarial experience in Public, Private 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, Spanish, Arabic and Swahili) and fluency in another AU language(s) is an added advantage
