Business Management and Administration

Secretary, AfCFTA – African Union Commission Full Time

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The Secretary at African Continental Free Trade Area is to provide secretarial and clerical support services to the assigned supervisor or Department for its effective functioning.

Main Functions

  • Provides support for the provision of logistical arrangements, activity implementation and provision 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 assists in compiling data and information for reporting purposes.
  • Contributes to the creation, improvement and maintenance of record and retrieval systems
  • Draft initial requests on the 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 provides 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 support 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, Office Management, Secretarial and Clerical related studies with 3 years of relevant secretarial experience in the Public Sector or international organization
  • A Bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies with 2 years’ relevant secretarial experience in any Public Sector or international organization;
  • Typing Speed: 50 words per minute

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 PowerPoint
  • 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

Job Overview

  • Date Posted:
  • Location: Accra
  • Job Title: Secretary, AfCFTA – African Union Commission