Programme Assistant

About

The African Union AfCFTA Secretariat seeks a Programme Assistant to provide general administrative support for implementation of departmental work, the Customs Modernisation Project plan, and daily routine work. The role reports to the Director, Customs Administration, is graded GSA06, and is based in Accra, Ghana. Applicants need a relevant diploma plus 3 years' experience, or a relevant bachelor's degree plus 2 years' experience, with office management experience mandatory. Job grade: GSA06 Terms of service: Fixed-term contract for a period of one (1)/ two (2) years. Thereafter, the contract may be renewed up to two times based on positive performance assessment and subject to the availa Salary: Annual lump-sum of US$ 34 687,64, inclusive of all allowances for locally recruited staff of the AfCFTA Secretariat. Reference: 3136 Duty station: Accra, Ghana

How to apply

Apply online through the official African Union advert page. Complete the online application and upload the mandatory African Union CV template, an African passport, and the required academic qualifications, such as diplomas, bachelor's degrees, master's degrees, and any relevant certificate in line with the area of expertise.

Responsibilities

• Analyse and maintain an overview of the Customs Modernisation Project (ACMP) work to ensure that timely administrative support is provided in general and specialized areas.
• Take the lead in supporting the organization of meetings including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Office of the Director and the ACMP at large (as need be).
• Liaise effectively with internal and external stakeholders on administrative matters of the department (this includes in relation to facilities (office space and equipment), security and protocol items (security/ID badges and passports) with assistance from other secretarial staff and other Administ
• Liaise with AHRMD, Finance and other Department to provide firsthand support in areas such as, but not limited to, Procurement and Travel Management; Leave Management, Performance Management, Contract Management, Budget Management; interpretation, translation and venue arrangement issues respectivel
• Participate in the preparation, implementation and monitoring of budgets and liaise with the Partners on budgetary matters on behalf of the Directorate as required.
• Ensure the timely sourcing and ordering stationery and office equipment for the department.
• Be responsible for compilation of information on staff official missions, various official trips and leave schedules for better information on staff presence and allocation of tasks.
• Create, update and maintain special files (of confidential nature or for closer access for the HoD and Director’s use) through an organised filing system and maintains a records system for tracking purposes.
• Ensure the confidentiality and proper handling of information, management records, and sensitive documents.
• Prepare correspondence, including outgoing memoranda and letters to internal and external recipients, as well as executive summaries, reports, briefing papers, PowerPoint presentations, and other documents as required.
• Assist in the preparation, quality control, and compilation of Finance, Administration, and Human Resources-related documents.
• Monitor meeting outcomes, correspondence, and management decisions, and provide support in following up on their implementation; prepare update reports for the Director’s reference as required.
• Prepare for and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants; maintain proper records and files of meeting minutes.
• Provide communication support and assistance to ensure timely responses to inquiries, emails, and correspondence, and assist the team of Secretaries whenever required.
• Maintain effective electronic and physical document management and filing systems.

Qualifications

• Diploma in Business Management, Business Administration 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 business management, Business Administration 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 Office Management is mandatory.
• Experience in planning and coordination of meetings with various stakeholders.
• Work experience in SAP is an added advantage.
• Management experience and ability to relate and facilitate interactions with others.
• Ability to think critically and solve problems.
• Ability to communication orally and in writing.
• Reports writing and presentation skills.
• Planning and organisational skills.
• Ability to negotiate diplomatically.
• Ability to delegate the appropriate responsibility, accountability and decision-making authority; with regard to performance management and professional development.
• Conscientious in observing deadlines and achieving results.
• Familiarity with international and regional policy processes and policy analysis in the relevant area; and proficiency in one of the AU working languages (Arabic, English, French, Portuguese, Spanish and Swahili) and fluency in another AU language is an added advantage.