| JOB NAME |
Bilingual Secretary (MISAHEL/PAPS) [Bamako, Mali]
POSTED BY: AFRICA UNION
REF:AU 2007
Date Published:Thursday, June 13, 2024
Date of Expiration:Tuesday, December 10, 2024
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| LOCATION OF THIS JOB |
 Mali | BAMAKO in Mali |
| INDUSTRY |
| Africa Regional Economic Communities
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| JOB TYPE |
| Full-Time |
| MAIN JOB DESCRIPTION |
ORGANIZATION INFORMATION
Posting Start Date: 6/7/24
Reports to: SRCC
Directorate/Department/Organ: Political Affairs, Peace & Security
Division: AULO-MISAHEL
Number of Direct Reports: 1
Number of Indirect Reports: 0
Job Grade: GSA4
Number of Positions: 1
Contract Type: Fixed Term
Location: Bamako, Mali
PURPOSE OF JOB
Provides General office management professional support for the effective and efficient running of the office of the SRCC.
MAIN FUNCTIONS
1. Provides administrative and secretarial support for the delivery of assignment in the respective area of work
2. Facilitates and assists in implementing activities and programs with reference to established policies and procedures.
3. Provides support in following up on the activities of the SRCC
4. Conducts initial analysis and generates draft reports in a timely manner
5. Participates in the organization of relevant meetings, congresses and conferences with stakeholders. Takes charge of logistical arrangement and updates senior officers regularly on progress.
6. Prepares draft briefs from engagement with relevant mid-level stakeholders and develops relationships as may be delegated
7. Implements secretarial activities as scheduled and agreed.
8. Assists in the creation, improvement and maintenance of record and retrieval systems
SPECIFIC RESPONSIBILITIES
1. Maintains the work schedule of the Office in general, prepare and share calendar in due time, to allow proper preparation for scheduled activities
2. Analyses and maintains an overview of the Office work to ensure that timely administrative and technical support is provided in general and specialized areas;
3. 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
4. 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.
5. 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
6. 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.
7. Maintains special and confidential files and ensure adequate accessibility for the allowed users.
8. Ensures that confidentiality of information and management records is guaranteed;
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| REQUIREMENTS FOR THIS JOB |
ACADEMIC REQUIREMENTS AND RELEVANT EXPERIENCE
1. 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
2. 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.
3. Experience in Office management, planning and coordination of meetings with various stakeholders is required.
4. Experience in SAP will be an added advantage
5. Work experience in International Organizations and International NGOs will be an added advantage
Required Skills
1. 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
2. Sound planning and organizational skills
3. Good interpersonal and communication skills
4. Strong communication ability both orally and in writing
5. Capacity to work under pressure and in a multicultural environment;
6. Proficiency in two languages (Preferably French & English), fluency in another AU working language (Portuguese, Arabic) is an added advantage.
Leadership Competencies
Core Competencies
1. Teamwork and Collaboration
2. Accountability awareness and Compliance
3. Learning Orientation
4. Communicating Clearly
Functional Competencies
1. Job Knowledge Sharing
2. Continuous Improvement Awareness
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English 
FRENCH
