Administrative Assistant, Implementation of the AU Plan of Action on Drug Control and Crime Prevention (2007-2012): African Union (AU) Jobs

Ref: XAFS40 – UNODC/AUC Preparatory Assistance Project

Job Title: Administrative Assistant, Implementation of the AU Plan of Action on Drug Control and Crime Prevention (2007-2012)

Grade: GSA5
Number of vacant posts: 1
Office: Department of Social Affairs
Duty Station: Addis Ababa

Job Purpose

Under the direct supervision of the Programme Manager, Department of Social Affairs, the Administrative Assistant is responsible for the administrative support for the Preparatory Assistance Project for the implementation of the AU Plan of Action on Drug Control and Crime Prevention (2007-2012).

Major duties and responsibilities

• Provide administrative support in accordance to the project document;
• Undertake all administrative matters relating to the organisation of meetings, seminars, workshops and conferences, including securing and arranging meeting venues, arranging participants’ travel, and other administrative arrangements;
• Organise all travel related to the project including transportation, accommodations and DSA;
• Assist the Programme Manager in the timely preparation of relevant papers and documents for meetings, seminars, workshops and conferences, and in the finalization of related reports;
• Undertake administrative action related to the procurement of equipment and services including preparation of purchase orders, contracts for consultants, related payment requests, and monitoring and follow-up on such requests;
• Liaise with partner agencies on relevant administrative and financial matters;
• Maintain a record of actual expenditures and assist the finance officer in carrying out financial controls of the project including monitoring of expenditures against budget allocations, and in the preparation of financial reports;
• Assist the Finance Officer in the preparation of budget revisions;
• Draft and finalise correspondence, reports and documents and ensuring correctness of style and compliance with UN procedures and standards;
• Organise both incoming and outgoing correspondence, including the establishment of a physical and electronic log/registry system and filing;
• Manage correspondence for priority action, notification of deadlines and acting on routine matters;
• Arrange and maintain calendar of appointments and preparing travel plans for missions.
• Maintain contact list/database;
• Perform such other tasks as required.

Expected Deliverables

The Administrative Officer shall deliver the following:

• Keep administrative records of the project;
• Keep records of travel arrangements and ticket stubs;
• Perform filing and related functions;
• Draft memorandums related to the administration of the Project.

Educational Qualifications

• A diploma in Administration/ Secretarial or similar background.

Work Experience

• Prior experience in working with the United Nations including familiarity with United Nations (incl. UNDP) or African Union administrative and financial rules and procedures is preferred;
• Excellent organisation skills, ability to work independently, accurately and meticulously and to deliver efficient quality outputs;
• Ability to manage large volumes of work under time pressure is essential;
• Excellent computer skills and experience with Microsoft Office and other computer programmes;
• Good communication skills and ability to work as part of a team;

Language requirement

• Proficiency in one of the African Union working languages is a requirement.
• Knowledge of one or more of the other AU working languages would be an added advantage.

Age Requirement

• Must be preferably between the age of 30 and 45 years.

Tenure of Appointment

• The appointment shall be for 11 months.

Gender Mainstreaming

• The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.

Application

To apply, please submit the following:

• A letter stating your motivation for seeking employment with the AU Commission
• A detailed and updated CV, indicating your nationality, age and gender
• Names and contact details (including e-mail addresses) of three references
• Certified copies of degrees, diplomas and other academic certificates

Remuneration

The salary attached to the position is a lump-sum of USD 20,337.75 (GSA5-5) inclusive of all allowances.

Applications must be received not later than 31 December 2009 and should be addressed to:

Director of Administration & Human Resource Development
P.O.Box 3243
Addis Ababa, Ethiopia
Fax: +251-11-5525840/5510430
E-mail: au-recruits @ africa-union.org

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