Secretary/Receptionist (AFRIPOL)

Organization Information

Reports to:  Executive Director
Directorate/Department/Organ: AFRIPOL/PAPS
Division: ED Office; Finance & Admin Unit
Number of Direct Reports: 2
Number of Indirect Reports: 4
Job Grade: GSA4
Number of Positions: 1
Contract Type: Regular
Location: Algiers, Algeria
 

Purpose of Job

To provide general administrative support to the department for effective implementation of departmental work plan and daily routine work. 
 

Main Functions

• Provide timely operational support 
• Assist in activity planning 
• Coordinate and/or engage in technical assistance and/or logistical work
• Assist in the creation, improvement and maintenance of operational processes and systems
• Prepare office communication and draft reports.
• Handle communication at operational level and provide update 
• Assist in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets, activities etc.

Specific Responsibilities

• Type and Proof-read documents, reports, correspondences, messages, queries etc. as may be required by the Director and Heads of Divisions/Units;
• Draft Responses to routine correspondences for the signature of the Director;
• Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents; 
• Receive guest/visitors/staff and provide them with basic information on relevant issues and procedures;
• Answer and screen telephone calls/E-mail/Fax message and ensure follow up with the Director and Heads of Divisions/Units
   

Academic Requirements and Relevant Experience

• Diploma in Secretarial Studies, Administrative Services, Office Management, Business Administration, Business Management, Clerical Studies or any related field from a recognized educational institution with 3 years of relevant work experience in administrative and/or secretarial work.
• Candidates who are holders of Bachelor’s degree in Secretarial Studies, Administrative Services, Office Management, Business Administration Business Management, Clerical Studies or any related field from a recognized educational institution are required to have 2 years of relevant work experience in administrative and/or secretarial work.
• A higher qualification will be an added advantage
• Experience in planning and coordination of meetings with various stakeholders
• Work experience in SAP as well as in diplomatic mission, international organization or international non-governmental organizations, will be an add advantage.
   

Required Skills

• Attention to detail and ability to work effectively under pressure;
• Ability to organize and present data in an understandable and useful manner
• Sound planning and organisational skills 
• Good interpersonal skills
• Strong communication ability both orally and in writing
• Proficiency in Microsoft Office (MS-Word, MS-Excel, MS-Power Point)
• Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic, Spanish & Kiswahili) is mandatory  and  fluency in another AU language(s) is an added advantage
   

Core Competencies

Functional Competencies