Job Opportunities at African Union

AU Values

• Respect for Diversity and Team Work
• Think Africa Above all
• Transparency and Accountability
• Integrity and Impartiality
• Efficiency and Professionalism
• Information and Knowledge Sharing

Organization Information

Reports to: Directorate/Department

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.
• Provide support for cash flow management mainly in petty cash
• Reception of guests, delegates and official
• 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

• Receives guests/visitors/staff and provide them with basic information on relevant issues and procedures;
• Reception of all official correspondences, newspapers and others and insure the right dispatching
• Manage the cash flow and the petty cash and report to the Finance Directorae
• 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, accounting Office Management, Secretarial and Clerical related studies with 3 years of relevant 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 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

• Developing Others
• ..Flexibility
• ..Risk Awareness and Compliance

Core Competencies

Teamwork and Collaboration;

Accountability awareness and Compliance;

Learning Orientation

Communicating Clearly;

Functional Competencies

Trouble shooting;

Job Knowledge Sharing;

Task Focused;

Continuous Improvement Awareness;

TENURE OF APPOINTMENT:

The appointment will be made on a regular term contract for a period of three (3) years, of which the first twelve months shall be considered as a probationary period. Thereafter, the contract will be for a period of two years renewable, subject to satisfactory performance and deliverables.

GENDER MAINSTREAMING:

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

LANGUAGES:

Proficiency in one of the AU working languages (Arabic, English, French, Portuguese, and Spanish) and fluency in another AU language is an added advantage

REMUNERATION:

Indicative basic salary of US$ 12,834.00 (GSA4 Step1) per annum plus other related entitlements e.g. Post adjustment ( 57% of basic salary), Housing allowance US$ 16,813.44 (per annum), and education allowance (100% of tuition and other education-related expenses for every eligible dependent up to a maximum of US$ 10,000.00 per child per annum), for internationally recruited staff and a maximum of $3,300 per child per annum for locally recruited staff.

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AU Values

• Respect for Diversity and Team Work
• Think Africa Above all
• Transparency and Accountability
• Integrity and Impartiality
• Efficiency and Professionalism
• Information and Knowledge Shari

Organization Information

Reports to: Head of AHRMD

Directorate/Department : African Continental Free Trade Area (AfCFTA)

Division : Administration and Human Resources Management

Number of Direct Reports: 9

Number of Indirect Reports: 0

Job Grade: P4

Number of Positions: 1

Contract Type: Regular

Location: Accra, Ghana

Purpose of Job

Enables AfCFTA to achieve objectives in its various Departments and Directorates.

Main Functions

• Supervise the execution of the end to end recruitment and the on-boarding processes as per the AU policies and manuals in a timely manner to secure effective staffing to the organization
• Provide technical and intellectual support in the management of various partnerships relevant for the division and directorate.
• Identify best practices and monitor effectiveness of the division/directorate’s support to AfCFTA
• Contribute to the development of the departmental strategies and business continuity plan and participate in/ensure their implementation
• Involve in HR negotiations when needed.
• Foster and ensure implementation of large-scale and long-term initiatives related to strategic partnerships.
• Support the organization of thematic networks, consultations and meetings on development cooperation and international relations.
• Develop training materials and provide on-the-job training required on regular basis and in a systematic manner to maintain the optimum level of performance of the unit.
• Provide technical resource allocation and policy guidance on matters relating to system -Implementation projects and maintenance.

Specific Responsibilities

HR Planning and Organizational Development:

• Contribute in the development and implementation of the AfCFTA HR strategy and initiatives.
• Leads the design, development and implementations of programmes, policies, strategies, procedures and processes to meet current and evolving organizational development needs and goals
• Prepare training and create awareness strategies about the HR strategy to ensure that it is communicated to all staff and other relevant stakeholders.
• Engage with the Human Resources Team in developing tools to monitor the key Human resources strategies and deliverables including SOPs and SLAs.

Recruitment and Selection:

• Provide professional expertise and design, develop and implement the talent acquisition strategy inclusive of employer branding that is aligned to the Directorate’s strategy and is required to achieve organization goals and results.
• Design and define approaches, standard operating procedures, guidelines and up to date tools used in recruitment processes.
• Oversee preparation of vacancy announcement and ensure effective and cost-efficient use of AU advertisement platforms by conduct data analysis on the impact of the use of various platforms in meeting targets;
• Oversee short-listing and interview processes and ensures compliance to set practices and guidelines.
• Oversee and ensure timely preparation of correspondences, documents required for recruitment, appointment, upgrading, promotion, transfer and other relevant requests until approval and timely committees meeting organization;
• Oversee on-boarding of recruited personnel in a timely manner, and maintenance of a roster database of qualified professionals to rapidly respond to talent management needs.

Performance and Culture Management:

• Design, develops and support organization-wide programs and activities that cover performance management, talent development, coaching, succession planning, data analytics and relationship management;
• Develops the AfCFTA corporate culture in line with the organization’s vision, values to provide clear accountability and decision making;
• Promotion of equal opportunity, diversity and inclusion programmes within the AfCFTA Secretariat
• Manages the maintenance and execution of the performance management system including up to date job descriptions, standards of performance and performance evaluation instruments
• Provide day-to-day performance management support and guidance to line managers and staff through one to one meeting, coaching, counselling, career development session as well as through remedial actions;
• Conduct regular meetings with respective client departments/Organs and work closely with management and employee to provide guidance on interpretation of HR rules and policies, improve work relationships, build morale and increase productivity and retention.

• Leadership and Talent Management/Development:
  • Leads and manages the design, development and implementation of an integrated talent management system to achieve AfCFTA strategic objectives
  • Assesses the critical organizational needs, skills and developmental competencies and prepare report for management decision
  • Develop, initiate and maintain effective programmes for workforce retention, promotion, career and succession planning.
  HR operational transactions:
  • Oversees effective management of staff entitlements and benefits;
  • Reviews and monitors the day-to-day human resources operations, identifies trends and emerging issues to report on risks, key performance indicators and proposes improvements;
  • Establishes quality control mechanisms through client surveys and periodic data quality assurance reviews for continuous improvement of service delivery
  • Ensure continuity and successful delivery of functional services to users throughout the organization from participation in new staff onboarding/induction activities to separation.
  • Use the Organization’s HRIS to solve business needs/problems and promote proactive approaches to using HRIS for people analytics for informed management decisions;
  • Analyze and direct all function-related activities within the scope of the human resource operations unit with regard to staff contracts and payroll-related benefits, including leave management;
  • Monitor and release master data entry on the SAP system (personnel actions) and generally ensure the quality and integrity of HR master data in the SAP system.
  • Performs any other related HR duties as may be assigned.