Organization:  African Union Commission - AUC

AU values

• Respect for diversity and teamwork • Africa first
  • Transparency and accountability • Integrity and impartiality
  • Efficiency and professionalism • Information and knowledge sharing

Organization Information

Reports to: Project Unit Coordinator for ECCAS
Directorate: Sustainable Environment and Blue Economy
Sustainable Environment Division
Number of direct reports: 0
Number of indirect reports: 0
Post grade: GSA4
Location: Douala (Cameroon)

Objective of the position

The African Union Commission (AUC) has secured funding from the European Union for the implementation of the Global Framework for Climate Services (GFCS) under the Intra-ACP Program for Climate Services and Applications (ClimSA ). The program addresses the issue of climate information throughout the climate service supply chain, including the production and delivery of climate services, access to information, user interface platforms and the capacity building of key actors, including Regional Economic Communities (RECs), National Meteorological and Hydrological Services (NMHSs) of Member States and Regional Climate Centers (RCCs). Its purpose is to enable Member States to develop scientifically-based climate information and forecasts and to integrate them into development planning and decision-making at all levels, and to better manage the related risks. climate variability and its evolution. In addition, it aims to improve policies and decision-making at continental, regional, national, community and individual levels.

The AUC is responsible for the overall continental coordination of the implementation of the program, which includes the development and application of meteorological and climate information services; facilitation of capacity building for RECs and Member States; promoting the sharing of best practices and the coordination of knowledge management; purchase and supply of equipment for Member States and regional climate centers; establishment and operationalization of the continental monitoring and reporting framework; facilitating the preparation of reports and perspectives on the state of the climate in Africa; prudent management of financial resources; and monitoring and evaluation.

The Office Assistant provides active support in the management of the Project Office.

Main functions

The Office Assistant is responsible for general office tasks, secretarial services and logistical support to the project for the efficient implementation of planned and / or daily tasks.

Specific responsibilities

Document preparation and management
• Coordinate the daily receipt and dispatch of incoming and outgoing mail from the Office;
• Write routine letters, memos, letters, typed reports and format them for publication;
• Maintain files of incoming and outgoing correspondence, various documents, etc., both in paper and electronic format;
• Maintain an appropriate filing, recording and referral system for all incoming and outgoing mail and documents.

Communication
• Receive incoming calls and make outgoing calls for the Office in order to ensure the smooth running of telephone exchanges with a concern for speed and confidentiality; Answer and screen phone calls and emails and follow up with relevant stakeholders;
• Welcome guests / visitors / staff members to the Project Office and provide them with the necessary background information;

Event Management and Logistics
• Help organize business meetings, events, conferences, and manage and coordinate logistics on site;
• Participate in administrative tasks, including transportation, organization of refreshments and catering, related to official events, as required by supervisors;
General administrative and logistical tasks
• Organize travel for project staff, monitor ticket issuance and all travel;
• Ensure proper maintenance of equipment and report any failure for maintenance and other required actions;
• Manage and replenish office supplies;
• Provide routine daily administrative support to the various functional units when required;

Carry out any other task / responsibility that may be assigned to him.

University education and experience required

• The candidate must hold at least a Bac + 2 level diploma in secretarial, office management, administration or in another related field issued by a recognized educational institution.
  • A higher qualification would be an asset.
  • Good knowledge and practical use of office applications (MS Word, MS Excel, MS PowerPoint) are required.
  • Knowledge of the SAP system would be an asset.
  • The candidate must also have at least 3 years of relevant experience in office or secretarial duties.
  • Solid experience in office administration is required.

Required Skills

• Excellent oral and written communication skills in one of the AU working languages ​​are required, with preference for languages ​​spoken within ECCAS (English and French);An ability to communicate in a second AU working language (orally and in writing) would be an added advantage.
  • Writing skills;
  • Proven ability to work under pressure while paying attention to detail;
  • Ability to organize and present data in an understandable and useful way;
  • Excellent interpersonal, organizational and time management skills;
  • Be willing to offer services beyond working hours, if necessary;
  • Demonstrate proactivity, flexibility and adaptation;
  • Excellent command of MS-Office (MS-Word, MS-Excel, MS-PowerPoint);Working knowledge of the use of the SAP system would be an advantage.
  • Excellent problem solving skills;

Leadership skills

Flexibility (GSA4)

Risk awareness and compliance with rules (GSA4)

Basic skills

Team spirit and collaboration;

Awareness of responsibility and respect for the rules;

Perception of learning;

Clear communication;

Functional skills

Troubleshooting:

Knowledge of the trade

Task oriented

Awareness of continuous development

 EQUAL OPPORTUNITIES:

The African Union Commission is an equal opportunity employer for men and women, and qualified women are strongly encouraged to apply.

DURATION OF THE CONTRACT AND TAKING OF OFFICE:

The appointment to this position is made on the basis of a contract for a period of 1 year, of which the first three months are considered as a probationary period. The contract is renewed subject to satisfactory results and the availability of funds.

REMUNERATION:

The salary corresponding to this function (GSA 5 Echelon 5) is an annual lump sum of US $ 49,367.20, all allowances included in accordance with the regulations governing international civil servants of the Commission, and of US $ 18,679.28, all allowances included in accordance with the regulations governing local Commission officials.