ATTENTION!!!

AU Values

            • Respect for Diversity and Team Work             • Think Africa Above all                     

            • Transparency and Accountability                    • Integrity and Impartiality                       

            • Efficiency and Professionalism                       • Information and Knowledge Sharing

Download CV Template Here

Please download the African Union CV template here. Kindly fill it out correctly and upload it to the "Resume" tab of your profile. This is MANDATORY. 

AU CV Template_ENGLISH.docx 

Organization Information

Reports to: SRCC
Directorate/Department/Organ: PAPS
Division: Madagascar Office
Number of Direct Reports: 1
Number of Indirect Reports: 0
Job Grade: GSA4
Number of Positions: 1
Contract Type: Fixed Term
Location: Antananarivo, Madagascar
 

Purpose of Job

Provides General office management professional support for the effective and efficient running of the office of the SRCC.
 

Main Functions

• Provides administrative and secretarial support for the delivery of assignment in the respective area of work
• Facilitates and assists in implementing activities and programs with reference to established policies and procedures.
• Provides support in following up on the activities of the SRCC
• Conducts initial analysis and generates draft reports in a timely manner
• Participates in the organization of relevant meetings, congresses and conferences with stakeholders. Takes charge of logistical arrangement and updates senior officers regularly on progress.
• Prepares draft briefs from engagement with relevant mid-level stakeholders and develops relationships as may be delegated
• implements secretarial activities as scheduled and agreed.
• Assists in the creation, improvement and maintenance of record and retrieval systems
   

Specific Responsibilities

• Maintains the work schedule of the Office in general, prepare and share calendar in due time, to allow proper preparation for scheduled activities
• Analyses and maintains an overview of the Office work to ensure that timely administrative and technical support is provided in general and specialized areas;
• Prepares plans related to the organization of meetings identified by the mission, including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Office; guide and coordinates efforts of the administrative support and registry staff on planned activities
• Leads and provides guidance to the administrative support staff of the Mission, to effectively channel incoming correspondences and enquiries, to liaise with internal and external stakeholders.
• Conducts research on topics related to the activities of the office or matters identified by the Management and members of the Mission, to facilitate activity implementation and decision making
• Prepares office communication including but not limited to official memos, note verbal, analysis reports and summaries, draft presentations (as required) in connection with the activities carried out by the respective office.
• Maintains special and confidential files and ensure adequate accessibility for the allowed users.
• Ensures that confidentiality of information and management records is guaranteed;
• Liaises with the administrative support personnel to ensure that meeting and correspondences outcomes is duly monitored and decisions implemented; provide timely report to the supervisor/concerned official; provide support in planning and executing next actions to realize expected outcomes.
• Prepares and participates in various departmental meetings and ensure that minutes and/or notes for review and endorsement by participants are timely prepared; review/edit and follow up on timely dispatch.
• Provides oversight on the activities of administrative support staff in relation to communications support to ensure timely responses to internal and/or external inquiries, coming through official correspondences, emails etc.
• Provides support to Administrative Assistants and Secretaries whenever required. Types and proof reads documents, reports, correspondences, messages, queries, etc. as may be required by assigned supervisors
• Receives guests/visitors/staff and provides them with basic information on relevant issues and procedures
• Maintains a proper filing and recording system for all incoming and outgoing correspondences and documents
• Answers and screens telephone calls/E-mail messages and ensures follow up with supervisors and partners
• Ensures the entire office of Mission is properly arranged, clean and tidy all the time
• Performs any other relevant duties as may be directed or required
   

Academic Requirements and Relevant Experience

• Diploma in Secretarial Science, Office Management, Business Management, Business Administration, Public Administration, or any related field from a recognized educational institution with three (3) years of relevant work experience in secretarial duties, office administration and management and/or program management, with adequate exposure to records management work.

OR

• Bachelor in Secretarial Science, Office Management, Business Management, Business Administration, Public Administration, or any related field from a recognized educational institution with two (2) years of relevant work experience in secretarial duties, office administration and management and/or program management, with adequate exposure to records management work.
• Experience in Office management, planning and coordination of meetings with various stakeholders is required.
• Experience in SAP will be an added advantage
• Work experience in International Organizations and International NGOs will be an added advantage
   

Required Skills

• Good computer skills, including excellent word processing, proficiency with e-mail and internet applications experience in using programs such as MS Word, Excel and Power Point
• Sound planning and organizational skills
• Good interpersonal and communication skills
• Strong communication ability both orally and in writing
• Capacity to work under pressure and in a multicultural environment;
• Proficiency in two languages (Preferably French & English), fluency in another AU working language (Portuguese, Arabic) is an added advantage.
   

Leadership Competencies

Core Competencies

Functional Competencies

.

TENURE OF APPOINTMENT:

The Appointment will be made on a fixed term contract for a period of one (1) year, of which the first three (3) months will be considered as a probationary period. Thereafter, the contract may be renewed for a similar period subject to funding availability, satisfactory performance and agreed deliverables. 

GENDER MAINSTREAMING:

The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.

LANGUAGES:
Proficiency in one of the AU working languages (Arabic, English, French, Kiswahili, Portuguese, and Spanish) is mandatory and fluency in another AU language is an added advantage.

REMUNERATION:

The salary attached to the position is an annual lump-sum of US$ 49,367.20 (GSA4 Step 5) inclusive of all allowances for internationally recruited staff, and US$ 18,679.28 inclusive of all allowances for locally recruited staff of the African Union Commission.

Applications must be submitted no later than October 23, 2024 11h59 p.m. EAT.
-Only candidates who meet all job requirements and are selected for interviews will be contacted.
-Consideration will be given only to those candidates who have submitted a fully completed online application with a curriculum vitae (CV), an African passport, and the required academic qualifications, such as Diplomas (Bac+2), Bachelor's degrees (Bac+3), Master's degrees (Bac+5) and any relevant certificate in line with the area of expertise.
-The African Union is an equal opportunity employer, and female candidates are strongly encouraged to apply.
-Candidates from less represented countries within the African Union are strongly encouraged to apply for positions that fit their profiles. These countries include Algeria, Angola, Cape Verde, Central African Republic, Comoros, Egypt, Equatorial Guinea, Eritrea, Eswatini, Guinea, Guinea-Bissau, Liberia, Libya, Madagascar, Mali, Morocco, Namibia, Niger, Sahrawi D.R., Sao Tome and Principe., Seychelles, Somalia and Tunisia.