Administrative Assistant – AfCFTA

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Organization Information

Reports To: Head of AfCFTA-AU Liaison Office

Directorate/Department: Coordination and Programmes Resources Management

Number of Direct Reports: 0

Job Grade: GSA5

Contract Type: Regular

Purpose of Job

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

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 updates.
• Assist in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets, activities, etc.

Specific Responsibilities

• Analyze 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.
• Liaise effectively with internal and external stakeholders on administrative matters of the department, including 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 first-hand support in areas such as, but not limited to, Procurement and Travel Management, Leave Management, Performance Management, Contract Management, Budget Management, and interpretation, translation and venue arrangement issues.
• Participate in the preparation, implementation and monitoring of budgets and liaise with 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 organized filing system and maintain a records system for tracking purposes.
• Ensure confidentiality of information and management records.
• Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summaries, reports, briefing papers, PowerPoint presentations and other documents as required.
• Assist the preparation, quality control and compilation of Finance and Administration and Human Resources related documents.
• Monitor meeting and correspondence outcomes and decisions and provide support in following up on their implementation; prepare update reports for Director's reference as needed.
• 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, emails and correspondence; assist the team of secretaries whenever required.
• Perform any other relevant duties and responsibilities as may be assigned.

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; or
• Bachelor's degree in Business Management, Business Administration or any related field from a recognized educational institution with 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.

Required Skills

• Communication, report writing, and presentation skills.
• Planning and organizational skills.
• Research and analytical skills.
• Interpersonal and negotiation skills.
• Proficiency in Microsoft Office Suite and African Union IT systems.
• Proven experience using an Applicant Tracking System (ATS) or knowledge of SAP SuccessFactors.
• Fluency in one of the African Union's official working languages (French, English, Portuguese, Spanish, Swahili, and Arabic); fluency in another AU language is an asset.

Competencies

Leadership Competencies: Developing Others, Flexibility, Risk Awareness and Compliance.

Core Competencies: Teamwork and Collaboration, Accountability Awareness and Compliance, Learning Orientation, Communicating Clearly.

Functional Competencies: Troubleshooting, Job Knowledge Sharing, Task Focused, Continuous Improvement Awareness.

Equal Opportunity

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

Term of Contract

This position is a regular 3-year contract, with the first 12 months being a probationary period. Thereafter, the contract is renewable for a further two years, subject to satisfactory performance and achievements.

Salary

The base salary for this position is USD 15,758.00 (GSA 5, Step 1) per year. In addition, other benefits are provided, including a post allowance (48% of the base salary), a housing allowance (USD 16,813.44 per year), and a tuition allowance (100% of tuition fees and other related expenses up to a maximum of USD 10,000 per child per year for international staff and USD 3,330 per child per year for local staff).

Application Information

• Applications must be submitted no later than July 18, 2026 at 23:59 GMT.
• 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.
• Candidates from less represented countries within the African Union are strongly encouraged to apply for positions that fit their profiles.

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