Secretary or Receptionist Job Opening at African Union based in USA: Apply Now!

Admin3 days ago

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Application Deadline: 22 July 2024

Secretary or Receptionist Job Opening at African Union based in USA: Apply Now!

Organization Information

Reports to: Finance and Administrative officer
Directorate/Department/Organ: African Union Permanent Observer Mission to the UN
Contract Type: Regular
Location: New York, USA

Purpose of Secretary or Receptionist Job Opening at African Union

The incumbent is responsible for: Providing secretarial and clerical support services to the assigned supervisor or the Office in general for its effective functioning. Perform secretarial and office administration/management duties. Type and proof read documents, reports, correspondences, messages, queries, etc. as may be required by assigned supervisor(s). Assist in preparing correspondences and documents as required. Perform office management and documentation duties as required.

Main Functions

•   Provide timely operational support
•   Implement operational activities as scheduled and report.
•   Assist in the follow up on 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 provision and maintenance of office facilities and materials.

Specific Responsibilities

•   Draft responses to routine correspondences for the signature of the supervisors;
•   Type and proof-read documents, reports, etc as may be required by assigned supervisors;
•   Attend visitors and staff and provide them with basic information on relevant issues and procedures;
•   Assist in the follow up on logistical arrangements, activity implementation and provision of updates;
•   Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents;
•   Respond to and screen various correspondences such as telephone calls, e-mail messages and ensure follow up with supervisors and partners;
•   Keep an up-to-date diary of appointments for supervisors;
•   Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
•   Provide day to day routine administrative supports to various work units of the assigned \ Units;
•   Ensure availability of stationery stock, equipment and furniture in offices assigned;
•   Perform reception services where required; and
•   Perform any other relevant duties and responsibility as may be assigned.

Academic Requirements and Relevant Experience

•   Diploma (Bac+2) or Bachelor (Bac+3) Degree with three (3) and two (2) years in Secretarial Studies or Office Management is required, or a related field with relevant work experience in public organizations, diplomatic missions, international organizations or international non-governmental organizations
•   A higher qualification will be an added advantage.
•   Communication related training is an added advantage.
•   Experience within the African Union Commission, United Nations and other international organizations involving diplomatic engagements, and familiarity to the working environment will be an added advantage.

Required Skills

•   Excellent knowledge of computer office applications such as Word, Excel, Outlook and Power Point
•   Sound planning and organizational skills
•   Very good typing skills, of at least fifty words per minute.
•   Good interpersonal skills
•   Strong communication ability both orally and in writing
•   Proficiency in any one of the AU officials working languages (English, French, Arabic, Portuguese, Spanish and Kiswahili) is a requirement, while fluency in two, specifically English and French is an added advantage.
•   Excellent team player and able to work in a multi-cultural environment.
• Good analytical skills and ability to identify workable alternative and solutions, firm yet flexible, confident.
•   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;