Job Title: BILINGUAL ADMINISTRATIVE ASSISTANT
Grade: GSA5 step 5 (Local/International)
Office: Interafrican Bureau for Animal Resources
Duty Station: Nairobi – Kenya
Duties and responsibilities
The Administrative Assistant will be responsible for providing administrative assistance in general project implementation and management and day-to-day liaison with counterparts. He/She will provide comprehensive secretarial and administrative support to the Senior HR and Administration Officer and/or Project Coordinator, including drafting correspondence, taking of minutes, making travel arrangements and related tasks. The Administrative Assistant, the incumbent will specifically perform the following Tasks:
1. Organization and management: Maintains the office calendar of activities.
2. Travel and conference arrangements: Make hotel and travel bookings and prepare travel documents for the office staff, make budgets for the workshops and meeting and share it with finance team and assist with the organization of conferences, workshops and meetings.
3. Administrative support:
1. Draft routine correspondence in respect to relevant administrative and personnel matters; Provide information and advice to the regular and project staff on entitlements and administrative procedures.
2. Assist in preparation of reports, presentations, tables, lists, statistics and diagrams
3. Monitor completeness and timelines of documentation and inputs for the development of reports;
4. Liaise with procurement.
4. Typing: Type reports, letters and other documents (from manuscripts, dictated tape recording and shorthand notes) in English and French.
5. Translation and Minutes Taking:
1. Take minutes of the meeting and prepare them in report format
2. Coordinate translation services, prepare unofficial translations and act as an interpreter when necessary.
6. Filing and archives: maintain accurate and tidy office files, electronic filing and archiving system and filing indexes.
7. Communication: Dispatch and receive mails (including email and faxes) maintain accurate records of all communication including all outgoing truck calls.
8. Equipment: Cooperate with other relevant services in AU-IBAR, assist with the procurement of equipment, their maintenance and keeping the same in good working order.
9. Perform any other duties as may be assigned by the supervisor.
Qualifications
• Degree or Higher Diploma in Business Administration or Secretarial Management or any other related certificate.
Experience
• Should have a minimum of five years working experience, with preferably at least two years in an international environment.
• Previous working experience with donor-funded projects (with European Union and USAID is an added advantage)
Skills and Competencies:
Professionalism - Knowledge of the African Union system, staff rules and regulations, as well as administrative policies and practices. Ability to maintain accurate records. Ability to act in a confidential, impartial and independent manner.
Planning and Organizing -Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner.
Technological Awareness - Fully proficient in IMIS processes and applications as they relate to travel, budget and personnel administration, as well as procurement of supplies and equipment. Proficiency in various MS Office applications (Excel, Word, Power Point) and other IT applications. Working knowledge of Integrated Management Information System (IMIS) desirable.
Client Orientation - Establishes and maintains productive partnerships with clients by gaining their trust and respect. Remains calm in difficult situations.
Communication - Ability to write in a clear and concise manner and to communicate effectively orally.
Language requirement
Proficiency in one of the African Union working languages is a requirement. For this post proficiency in English and French is a must. Knowledge of one or more of the other AU working languages would be an added advantage.
Age Requirement
Must be preferably between the age of 25 and 35 years.
Tenure of Appointment
The initial appointment will be for 11 months including a 3 months probation period. Contract extension will be subject to satisfactory performance and availability of funds.
Gender Mainstreaming
The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.
REMUNERATION: The salary attached to the position is an annual lump-sum of US$46,264.16 inclusive of all allowances for internationally recruited staff, and US$ 20,337.75 inclusive of all allowances for locally recruited staff
Applications must be made through the AUC E-recruitment Website http://www.aucareers.org not later than 1st October 2012.
Directorate of Administration and Human Resource Management
African Union Commission
Addis Ababa (Ethiopia)
BILINGUAL ADMINISTRATIVE ASSISTANT Grade: GSA5 step 5
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