Administrative Assistant

Provides general administrative support to the department for effective implementation of departmental work plan and daily routine work. Supports operational processes, coordinates meetings, liaises with internal and external stakeholders, and assists in budget monitoring and office management.

Responsibilities

• Provide timely operational support.
• Assist in activity planning.
• Prepare operational work schedules and follow up implementation.
• Coordinate and/or engage in technical assistance and/or logistical work.
• Assist in the creation, improvement and maintenance of operational processes and systems.
• Prepare office communication and draft reports.
• Handle communication at operational level and provide updates.
• Assist in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets, activities etc.
• Analyse and maintain an overview of the Directorate’s work to ensure timely administrative support.
• Support organization of meetings including coordination of invitations, confirmations, ticketing and accommodation.
• Liaise with internal and external stakeholders on administrative matters including facilities, security and protocol.
• Provide first hand support in procurement, travel management, leave management, performance management, contract management, budget management, interpretation, translation and venue arrangements.
• Participate in preparation, implementation and monitoring of budgets and liaise with Finance.
• Ensure timely sourcing and ordering of stationery and office equipment.
• Compile information on staff official missions, trips and leave schedules.
• Create, update and maintain special files and records system.
• Ensure confidentiality of information and management records.
• Prepare correspondences, executive summaries, reports, briefing papers, presentations and other documents.
• Assist preparation, quality control and compilation of Finance and HR related documents.
• Monitor meeting and correspondence outcomes and provide support in follow-up.
• Prepare and participate in departmental meetings and prepare minutes and notes.
• Provide communications support and assistance to ensure timely responses to inquiries and correspondences.
• Perform any other relevant duties as assigned.

Requirements

• Diploma in Business Management, Business Administration or any related field from a recognized educational institution with 3 years of relevant work experience in administrative and/or secretarial work.
• Candidates who are holders of Bachelor’s degree in Business Management, Business Administration or any related field from a recognized educational institution are required to have 2 years of relevant work experience in administrative and/or secretarial work.
• A higher qualification will be an added advantage.
• Experience in Office Management is mandatory.
• Experience in planning and coordination of meetings with various stakeholders.
• Work experience in SAP is an added advantage.
• Communication, report writing, and presentation skills.
• Planning and organizational skills.
• Research and analytical skills.
• Interpersonal and negotiation skills.
• Proficiency in Microsoft Office Suite and African Union IT systems.
• Proven experience using an Applicant Tracking System (ATS) or knowledge of SAP SuccessFactors.
• Fluency in one of the African Union's official working languages (French, English, Portuguese, Spanish, Swahili, and Arabic); fluency in another AU language is an asset.

Skills

• Office Management
• Meeting Coordination
• Report Writing
• Presentation Skills
• Organizational Planning Skills
• Research Skills
• Analytical Skills
• Interpersonal Skills
• Negotiation Skills
• Microsoft Office Suite
• African Union IT Systems
• SAP
• Applicant Tracking System
• SAP SuccessFactors

Languages

English