JOB DETAILS
Line Manager title: Head of Private Sector Unit
Grade : GSA5
Direct reports: None
Department: AfCFTA – Private Sector Unit
Location: Accra, Ghana
JOB SUMMARY
1. To provide general office management and professional support for the effective and efficient running of the Office of the Head of the Private Sector Unit.
2. The Executive Assistant will report to the Head of the Private Sector Unit, and work with all members within the Private Sector Unit, including value chain leads, coordinators, officers, and analysts.
ROLES AND RESPONSIBILITIES
Main Functions
1. Provides administrative and professional support for the delivery of assignment in their respective area of work
2. Facilities and implements activities and programs with reference to established policies and procedures.
3. Provides support in following up on the activities of the Head of the Private Sector Unit
4. Conducts initial analysis and generates draft reports in a timely manner for the respective Office and AU’s internal use
5. Provides support to Analysts, Value Chain Officers, Leads, and Expert in setting the overall research direction of a relevant technical area.
6. Participates in the organization of relevant meetings, congresses, and conferences with stakeholders.
7. Prepares draft briefs from engagement with relevant mid-level stakeholders and develops stakeholder relationships as on a need basis
8. Provides support for the promotion of the activities of the Office of the Head of the PSU including preparing leaflets, guidelines and fact sheets and others as appropriate in collaboration with counterparts in Communication
SPECIFIC RESPONSIBILITIES
1. Maintains the work schedule of the Office in general and the Supervisor in particular, prepare and share calendar in due time, to allow proper preparation for scheduled activities
2. Analyses and maintains an overview of the Head of the Private Sector Unit’s 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 Head of the Private Sector Unit, 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 Head of the Private Sector Unit, to effectively channel incoming correspondences and enquiries, to liaise with internal and external stakeholders.
5. Provides oversight on matters related to facilities management (office space and equipment), activities linked to issues of security and protocol, finance, human resources, supply chain, security, conference management and other service providing departments as well as service providing bodies.
6. Provides first-hand technical and administrative support to the Head of the Private Sector Unit in preparing draft budgets, work plans, summaries (on technical, finance and human resource related files) for the reference of the supervisor, to facilitate guidance, decisions, and actions, as appropriate. • Conducts research on topics related to the activities of the office or matters identified by the Management and members of the Head of the Private Sector Unit, to facilitate activity implementation and decision making
7. Provides support on the implementation and monitoring of budgets.
8. Prepares office communication including but not limited to official memos, note verbale, analysis reports and summaries, draft presentations (as required) in connection with the activities carried out by the respective office.
9. Maintains special and confidential files and ensure adequate accessibility for the allowed users.
10. Ensures that confidentiality of information and management records is guaranteed.
11. 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.
12. 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.
13. 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.
14. Provides support to Administrative Assistants and Secretaries whenever required.
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ACADEMIC AND PROFESSIONAL QUALIFICATIONS
Diploma or Bachelor’s degree in business management, Business Administration, Public Administration, Program/Project Management or any related field from a recognized educational institution.
Work experience
1. For those with diploma will possess at least five years relevant professional experience and those with undergraduate degree will possess plus two (2) years of relevant work experience in administration, office management and/or program management, with adequate exposure to secretarial and records management work. Experience in Office Management is mandatory.
2. Experience in planning and coordination of meetings with various stakeholders is mandatory.
3. Supervisory experience and work experience in SAP will be an added advantage.
Technical skills and behavioural competencies
All candidates should demonstrate the following core competencies:
1. Knowledge of Microsoft Office Suite and AU computer systems (PowerPoint, infographics and dashboarding is required).
2. Planning and organizing skills
3. Data Collection and analysis skills
4. Interpersonal and negotiation skills
5. Knowledge and working understanding of AU policies, standards and operating systems
6. Ability to work in teams and in a multi-cultural setting
7. Communication, report writing and presentation skills
8. Proficiency in one of the AU officials working languages (French, English, Portuguese, Arabic or Spanish) and fluency in another AU language(s) is an added advantage
In addition, all candidates should demonstrate the following core and functional competencies:
1. Leadership competencies including change management and risk management
2. Teamwork and collaboration
3. Accountability awareness and compliance
4. Learning orientation
5. Communicating with influence
6. Analytical thinking and problem solving
7. Job Knowledge and information sharing
8. Drive for result
9. Continuous improvement focus
10. Ability to work in a multi-cultural environment.
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English 
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