Secretary/Receptionist (CCP)

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

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Organization Information

Reports to: Finance and Administration Officer

Directorate/Department/Organ: Cabinet of the Chairperson

Division: AU Permanent Mission in Brussels

Number of Direct Reports: 0

Number of Indirect Reports: 0

Job Grade: GSA4

Number of Positions: 1

Contract Type: Regular

Location: Brussels, Belgium

Purpose of Job

Under the overall guidance of the Permanent Representative and direct supervision of the Finance and Admin Officer, the Secretary/Receptionist will support staff of the Permanent Mission in undertaking their mandates.

Main Functions

Provide support in following up on the activities of the Permanent Mission, receiving all telephone calls and responding to them

Suggest new ways of enhancing the work at the reception desk of the Permanent Mission located at the office entrance

Participate in the organisation of relevant meetings, congresses and conferences with internal and external stakeholders.

Provide support in preparation of reports, correspondence with African Group of ambassadors and respond to querries by email and telephone.

Administrative support to the permanent mission by phone reception, office protocol duties, email reception and response to queries both by email and telephone, assist in meetings organization by document photocopy and distribution as well as secretarial duties

Replacing the Bilingual Secretary as need arises.

Undertaking other administrative duties as directed.

Specific Responsibilities

The Secretary Receptionist will undertake the following duties:-

Receive, respond to all telephone calls and pass to relevant persons,

Perform reception and protocol services

Type and proof read documents, reports, correspondences, messages, queries, etc as may be required by assigned Supervisors.

Receive and draft responses to routine correspondences for the signature of the Supervisors.

Photocopy and distribute all documentation related to African Group Bureau and Plenary meetings and arrange conference room for all such meetings.

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 mail and documents.

Answer and screen telephone calls/E-mail messages and ensure follow up with Supervisors and partners.

Provide day-to-day routine administrative services to various work units of the mission station.

Academic Requirements and Relevant Experience

Diploma or Bachelor Degree with three (3) or two (2) years respectively in Administrative and/or Secretarial Science or related field

Advanced Certificate in secretarial studies (including a credit in minimum two of AU working languages).

A higher qualification will be an added advantage

Excellent working knowledge of English and or French (knowledge of Dutch or German is added advantage)

Excellent secretarial, interpersonal and office management skills

Required Skills

Excellent oral and written communication skills in English & French (Knowledge of German & Dutch will be an added advantage)

Excellent interpersonal skills to work and build relationship in a multicultural environment

Excellent drafting and presentation skills

Ability to effectively use office applications and data presentation/analysis tools,

Ability to work across business units / geographies; cultural sensitive environment

Proficiency in one of the AU working languages, fluency in another AU language is an added advantage

Leadership Competencies

Core Competencies

Teamwork and Collaboration

Accountability awareness and Compliance

.Learning Orientation

Communicating Clearly

Functional Competencies

Trouble shooting

Job Knowledge and information sharing

Task Focused

Continuous Improvement Awareness

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

REMUNERATION:

Indicative basic salary of US$ 12,834.00 (GSA4 Step 1) per annum plus other related entitlements e.g. Post adjustment (54% 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.

Applications must be submitted no later than September 22, 2025 11h59 p.m. EAT.

-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 (Bac+2), Bachelor's degrees (Bac+3), Master's degrees (Bac+5) and any relevant certificate in line with the area of expertise.

-The African Union is an equal opportunity employer, and female candidates are strongly encouraged to apply.

-Candidates from least 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, DR Congo, Egypt, Equatorial Guinea, Eritrea, Guinea, Guinea-Bissau, Liberia, Libya, Madagascar, Mali, Mauritania, Mauritius, Morocco, Namibia, Sahrawi D.R., Sao Tome and Principe., Seychelles, and Somalia.