Secretary/Clerical Support Officer

Provides secretarial and clerical support services to the assigned supervisor or Department for its effective functioning. Supports operational activities, logistical arrangements, correspondence, and office management to ensure smooth departmental operations.

Responsibilities

• Provide timely operational support.
• Implement operational activities as scheduled and report.
• Assist in the follow up on logistical arrangements, activity implementation and provision of updates.
• Liaise effectively with internal and external stakeholders.
• Follow up meeting decisions and correspondence outcomes and ensure their implementation.
• Prepare routine office communication and assist in compiling data and information for reporting purposes.
• Assist in the creation, improvement and maintenance of record and retrieval systems.
• Follow up on provision and maintenance of office facilities and materials.
• Type and proof read documents, reports, correspondences, messages, queries, etc as may be required by assigned supervisors.
• Draft responses to routine correspondences for the signature of the supervisors.
• Receive guests/visitors/staff and provide them with basic information on relevant issues and procedures.
• Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents.
• Answer and screen telephone calls/E-mail messages and ensure follow up with supervisors and partners.
• Keep 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.
• Provide day to day routine administrative supports to various work units of the assigned Department / Division / Units.
• Perform reception services where required.
• Perform any other relevant duty/responsibility assigned.
• Organize departmental staff meetings, as well as OIA senior management meetings.
• Organize meetings of IAPC and the PRC Sub-Committee on Audit Matters.
• Make travel arrangements for official missions and submission of travel claims for audit staff.
• Assist in finalizing audit reports.

Requirements

• Diploma in Administrative Services, Office Management, Secretarial and Clerical related studies with 3 years of relevant secretarial experience.
• Candidates who are holder of Bachelor’s Degree in Administrative Services, Office Management, Secretarial and Clerical related studies are required to have 2 years of relevant secretarial experience.
• Typing Speed: 50 words per minutes.
• Good 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.
• Sound planning and organisational skills.
• Good interpersonal skills.
• Strong communication ability both orally and in writing.
• Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic, Kiswahili or Spanish) and fluency in another AU language(s) is an added advantage.

Skills

• Secretarial Support
• Clerical Support
• Office Management
• Typing
• Word Processing
• Email Applications
• Internet Applications
• MS Word
• Excel
• Power Point
• Planning
• Organizational Skills
• Oral Communication
• Written Communication

Languages

English