Bilingual Administrative Assistant

Provides bilingual secretarial, clerical, and administrative support to the AULO Juba Office, ensuring effective communication, confidentiality, coordination of office activities, and smooth functioning of the SRCC’s front office. Supports correspondence management, scheduling, translation, filing, and report transmission to Headquarters.

Responsibilities

• Provide timely bilingual (English + Arabic) operational and administrative support.
• Implement routine office activities, follow up on tasks, and provide regular updates.
• Liaise effectively with internal and external stakeholders, including AU Headquarters, Government counterparts, partners, and mission staff.
• Follow up on meeting decisions, correspondence outcomes, and ensure their implementation.
• Prepare routine office communication, compile data, and support reporting processes.
• Maintain and improve recordkeeping and retrieval systems, ensuring confidentiality.
• Support logistical arrangements for meetings, missions, and office activities.
• Ensure availability and maintenance of office facilities, supplies, and equipment.
• Type, proofread, and format documents, reports, correspondence, memos, and emails in English and Arabic.
• Draft routine correspondence for the signature of the SRCC or supervisors.
• Translate short documents, emails, and communication between English and Arabic.
• Receive visitors, staff, and partners; provide basic information on procedures and direct them appropriately.
• Maintain a proper filing and archiving system for all incoming and outgoing documents, ensuring confidentiality of sensitive files.
• Manage the SRCC’s diary, schedule appointments, and coordinate internal and external meetings.
• Screen and manage telephone calls and email messages; ensure timely follow up with supervisors and partners.
• Support the preparation, formatting, and transmission of reports to AU Headquarters.
• Assist in organizing meetings, workshops, and official engagements, including preparing agendas, minutes, and follow up actions.
• Monitor office supplies and ensure timely replenishment.
• Provide day to day administrative support to the AULO Office and its units.
• Perform reception duties when required.
• Perform any other related duties assigned by the SRCC or supervisors.

Requirements

• Diploma in Administrative Services, Office Management, Secretarial Studies, or related fields with 3 years of relevant experience; OR Bachelor's degree in the same fields with 2 years of relevant experience.
• Typing speed: 50 words per minute.
• Proficiency in English and Arabic is mandatory for this position.
• Experience working in a field mission or conflict/post conflict environment is an added advantage.
• Excellent computer skills (MS Word, Excel, PowerPoint, email, internet applications).
• Strong organizational and planning skills.
• Excellent interpersonal and communication abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Strong bilingual communication skills (oral and written).
• Ability to work under pressure and manage multiple tasks.

Skills

• Bilingual Communication
• Typing 50 WPM
• Administrative Support
• Office Management
• Secretarial Skills
• Correspondence Management
• Scheduling
• Translation
• Filing
• Report Transmission
• MS Word
• Excel
• Power Point
• Email Applications
• Internet Applications
• Organizational Skills
• Planning Skills
• Confidentiality Management
• Interpersonal Communication
• Working Under Pressure

Languages

English, Arabic