ORGANIZATION INFORMATION
Req Id: 2382
Job Grade: GSA4
Employee Class: Regular
Number of Openings: 1
Posting Start Date: 9/4/24
End Date: 10/04/2024
AU Organ: The African Union Commission
Reports to: Finance and Administrative Officer, UA-SAFGRAD
Directorate/Department/Organ: DARBE
Division: AU-SAFGRAD
Number of Indirect Reports: 0
Job Grade: GSA4
Number of Positions: 1
Contract Type: Regular
Location: Ouagadougou, Burkina Faso
AU VALUES
1. Respect for Diversity and TeamWork
2. Think Africa Above all
3. Transparency and Accountability
4. Integrity and Impartiality
5. Efficiency and Professionalism
6. Information and Knowledge Sharing
PURPOSE OF JOB
1. To fulfill the role of Receptionist at AU-SAFGRAD, you will be the initial point of contact for visitors, guests, and callers, ensuring a hospitable and efficient experience.
2. Your responsibilities will encompass managing communication and administrative tasks proficiently, thereby contributing to the seamless operation of the office.
MAIN FUNCTIONS
1. Greet guests on their arrival at the office.
2. Guide visitors towards the appropriate person and office.
3. Answer, screen and transfer incoming telephone calls and communications to recipients.
4. Ensure reception area is tidy and presentable.
5. Provide basic and accurate information over the phone and face-to-face.
6. Receive, sort, record and distribute mail to recipients.
7. Update calendars and plan meetings in consultation with the Office manager’s secretary.
8. Prepare the final list and flight itinerary for participants attending the Office’s various workshops.
9. File and photocopy documents.
10. Greet visitors, face-to-face and over the phone; answer or ask questions.
11. Guide visitors by keeping employee directories up to date; give instructions.
12. Maintain telecommunication systems by following manufacturer’s instructions for telephone operation.
13. Maintain a safe and clean reception area by complying with procedures, rules and regulations.
14. Keep records of incoming and outgoing mail and courier deliveries.
15. Perform messenger and liaison duties with external contacts.
16. Maintain subsidiary records of telephone usage as needed.
17. Provide support at meetings as required.
18. Undertake data entry as required.
19. Perform any other duties as assigned by supervisor.
SPECIFIC RESPONSIBILITIES
1. Provide a friendly and professional welcome to all visitors.
2. Respond to inquiries from visitors regarding directions, schedules, and general information about the office.
3. Manage incoming calls and direct them to the appropriate staff members, taking messages as necessary.
4. Schedule appointments for meetings and ensure rooms are prepared accordingly.
5. Follow security protocols and ensure visitors sign in and receive appropriate visitor passes.
6. Assist with logistical arrangements for meetings.
7. Provide general administrative support such as handling mail, maintaining records, and coordinating courier services.
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ACADEMIC REQUIREMENTS AND RELEVANT EXPERIENCE
1. Minimum Diploma (Bac +2) or Bachelor (Bac + 3) Degree with three (3) and two (2) years in Secretarial Studies or Office management is required. A higher qualification would be an added advantage
2. Experience working with an international organization will be an added advantage.
Required Skills
1. Excellent interpersonal and communication skills.
2. Good planning and organizational skills.
3. Discretion in handling confidential information
4. Communication, report writing and presentation skills
5. Ability to successfully manage ambiguity
6. Ability to work across business units / geographies; cultural sensitivity
7. Knowledge in the use of Microsoft office suite
8. Fluency in French. Knowledge of any other African Union working language will be an added advantage.
Core Competencies
1. Building Relationship
2. Communicating with impact
Functional Competencies
1. Conceptual thinking:
2. Job Knowledge and information sharing
3. Drive for Results
4. Continuous Improvement Orientation
TENURE OF APPOINTMENT:
The appointment will be made on a regular term contract for a period of three (3) years, of which the first twelve months shall be considered as a probationary period. Thereafter, the contract will be for a period of two years renewable, subject to satisfactory performance and 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, Portuguese, Kiswahili and Spanish) is mandatory.
REMUNERATION:
Indicative basic salary of US$12,834.00 (GSA4 Step1) per annum plus other related entitlements e.g. Post adjustment ( 55% of basic salary), Housing allowance US$ 16,813.44 (per annum), and education allowance (100% of tuition and other education-related expenses for every eligible dependent up to a maximum of US$ 10,000.00 per child per annum), for internationally recruited staff and a maximum of $3,300 per child per annum for locally recruited staff.
Applications must be submitted no later than October 04, 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, Bachelor's degrees, Master's degrees 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.
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