Accra ADMINISTRATIVE ASSISTANT (AFCFTA)new

AU Values

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

Organization Information

Reports to: Director, Trade in Services
Directorate/Department: Trade In Services
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA05
Contract Type: Fixed-term
Location: Accra, Ghana

Main Functions

• Provide timely operational support
• Assist in activity planning
• Prepare operational work schedules and follow up implementation 
• 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.

Purpose of Job

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

Specific Responsibilities

• Analyse and maintain an overview of the Directorate’s 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 directorate 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, Clerks and Mail Runners;
• Liaise with AHRMD, Finance and any 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

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• Participate in the preparation, implementation and monitoring of budgets and liaise with the Finance on budgetary matters on behalf of the Directorate as required.
• Ensure the timely sourcing and ordering of 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 Director’s use) through an organised filing system and maintains a records system for tracking purposes.
• Ensure confidentiality of information and management records is guaranteed;
• Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summary, reports, briefing papers, power point presentations and other documents as required;
• Assist in the preparation, quality control and compilation of Finance, Administration and Human Resources related documents.
• Monitor meetings, correspondences, outcomes and decisions and provide support in following up on their implementation; prepare update report for Director’s reference as need be.
• Prepare and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes.

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• Participate in the preparation, implementation and monitoring of budgets and liaise with the Finance on budgetary matters on behalf of the Directorate as required.
• Ensure the timely sourcing and ordering of 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 Director’s use) through an organised filing system and maintains a records system for tracking purposes.
• Ensure confidentiality of information and management records is guaranteed;
• Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summary, reports, briefing papers, power point presentations and other documents as required;
• Assist in the preparation, quality control and compilation of Finance, Administration and Human Resources related documents.
• Monitor meetings, correspondences, outcomes and decisions and provide support in following up on their implementation; prepare update report for Director’s reference as need be.
• Prepare and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes.
• Provide communications support and assistance to ensure timely responses to inquiries, email and correspondences; assist the team of Secretaries whenever required. 

Academic Requirements and Relevant Experience

• 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 planning and coordination of meetings with various stakeholders is mandatory

Required Skills

• 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.

Leadership Competencies

Core Competencies

Functional Competencies

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TENURE OF APPOINTMENT:

The Appointment will be made on a fixed-term contract for a period of one (1)/ two (2) years, of which the first six (6) months will be considered a probationary period. Thereafter, the contract may be renewed up to two times based on positive performance assessment and subject to the availability of funds. 

GENDER MAINSTREAMING:

The AU 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, Kiswahili, Portuguese, and Spanish) is mandatory, and fluency in another AU language is an added advantage

REMUNERATION:

The salary attached to the position is an annual lump-sum of US$ 55,174.63 (GSA05 Step 5), inclusive of all allowances for internationally recruited staff, and US$ 22,656.97, inclusive of all allowances for locally recruited staff of the AfCFTA Secretariat.

-Applications must be submitted no later than 07 July 2026, 11:59 p.m. UTC.
-Only candidates who meet all job requirements and are selected for interviews will be contacted. 
-Consideration will be given only to those candidates who have submitted a fully completed online application with a curriculum vitae (CV), 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.
-Candidates from less-represented countries within the African Union are strongly encouraged to apply for positions that fit their profiles. These countries include Algeria, Angola, Cape Verde, Central African Republic, Comoros, Egypt, Equatorial Guinea, Eritrea, Eswatini, Guinea, Guinea-Bissau, Liberia, Libya, Madagascar, Mali, Morocco, Namibia, Niger, Sahrawi D.R., Sao Tome and Principe, Seychelles, Somalia, and Tunisia.

Requisition ID: 3063