Reports to: Director AHRM
Directorate/Department : Administration and Human Resources Management
Division : Administration and Human Resources Management
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA4
Number of Positions: 01
Contract Type: Regular
Location: Accra, Ghana

Purpose of Job

To provide secretarial and clerical support services to the assigned supervisor or Department for its effective functioning.

Main Functions

•    Provides support for the provision of logistical arrangements, activity implementation and provision of updates.
•    Liaises effectively with internal and external stakeholders.
•    Follow up meeting decisions and correspondence outcomes and ensure their implementation.
•    Prepares draft routine office communication and assist in compiling data and information for reporting purposes.
•    Contributes to the creation, improvement and maintenance of record and retrieval systems
•    Draft initial requests on provision and maintenance of office facilities and materials.
•    Prepares documents for meetings
•    Keeps diary of Director and informs him/her accordingly and timeously
•    Receives and maintains proper correspondence at the Directorate
•    Prompts action on correspondence and other routine matters
•    Maintains good computer file naming procedures.

Specific Responsibilities

•    Types and proof-read documents, reports, correspondences, messages, queries, as may be required by assigned supervisors;
•    Drafts responses to routine correspondences for the signature of the supervisors;
•    Receives guests/visitors/staff and provide them with basic information on relevant issues and procedures;
•    Maintains a proper filing and records management system for all incoming and outgoing correspondences and documents;
•    Answers and screens telephone calls/E-mail messages and ensure follow up with supervisors and partners;
•    Keeps an up to date diary of appointments for supervisors and other senior staff of the division;
•    Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
•    Provides day to day routine administrative supports to various work units of the assigned Department / Division / Units
•    Performs reception services where required
•    Performs any other relevant duty/responsibility assigned

Academic Requirements and Relevant Experience

•    Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant secretarial experience in Public Sector or international organization
•    A Bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies with 2 years’ relevant secretarial experience in any Public Sector or international organization;
•    Typing Speed: 50 words per minutes

Required Skills

•    Computer skills, including excellent word processing, proficiency with e-mail and internet applications experience in using programmes such as MS Word, Excel and Power Point
•    Planning and organizational skills
•    Interpersonal skills
•    Communication ability both orally and in writing
•    Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and  fluency in another AU language(s) is an added advantage

Leadership Competencies

Core Competencies

Functional Competencies