Administrative Assistant Full Time

AU Values

• Respect for Diversity and Teamwork  • 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:Director, External Relations & Strategic Engagement
• Directorate/Department: External Relations & Strategic Engagement
• Division:
• Number of Direct Reports: 1
• Number of Indirect Reports:
• Job Grade: GSA5
• Contract Type: Fixed Term
• Location: Addis Ababa, Ethiopia

Purpose of Job

The Africa Center for Disease Prevention and Control (Africa CDC) is an autonomous technical agency of the African Union with a mandate to safeguard public health in the 55 Member States. Established in January 2017, Africa CDC is first continent-wide public health agency and envisions a safer, healthier, integrated, and stronger Africa. The Africa CDC’s External Relations & Strategic Engagement within Africa CDC was established in September 2024 to enhance the Africa CDC reputation, status and impact, ensuring the organization has outstanding relations with African Union Member States, Governments, international organizations, Partners, funding organizations, relevant media and other stakeholders by providing dynamic and inspirational strategic leadership for the Resource Mobilization, Communication and Public Information and Policy and Health Diplomacy Divisions, setting a strategic direction coherent with the overall Africa CDC strategic plan and the new public health order.
The purpose of the position is to provide administrative support to advance the strategic goals and objectives of the Directorate of External Relations & Strategic Engagement (ERSE). Work will focus on direct services delivery and/or coordinating the delivery of complex administrative support tasks involving delegation and follow-up of individual staff and assigned projects. The position will work under the supervision of the Director of External Relations & Strategic Engagement and work very closely with Heads of Divisions under the Directorate as well as other staff within the Directorate to deliver the various activities mapped out in the Directorate strategy and work plan.

Main Functions

• Under the supervision of the Director for External Relations & Strategic Engagement and the Administrative Assistant will provide administrative support to the Directorate’s operations and programmes.
• Responsible for follow up on actions assigned to the Heads of Divisions within the Directorate and other colleagues outside the Directorate and update the Director from time to time.
• Manage the diary of the Directorate and ensure that all meetings have the required supporting material (pre-reads are printed or shared with colleagues, meeting notes etc.)
• Manage travel and associated post-trip follow up for the Directorate of External Relations & Strategic Engagement.

Specific Responsibilities

• Provide timely administrative and operational support in line with the Directorate’s mandate
• Implement administrative and operational activities as scheduled and report.
• Assist in the follow up on activity implementation and provision of updates, facilitate logistical arrangements linked to the Directorate
• Liaise effectively with internal and external stakeholders.
• Assist in the creation, improvement, and maintenance of systems relevant to the area of work;
• Gather data and information and do preliminary analysis and research for consideration by the bigger team and the supervisor.
• Prepare office communication linked to the area of operation and assist in compiling data and information for reporting and analysis purposes. Follow up decisions and correspondence outcomes and ensure their implementation.
• Follow up on provision and upkeep of tools and materials linked to the area of work.
• Perform any other related duties as assigned from time to time.

Academic Requirements and Relevant Experience

• Bachelor’s degree in office management, Business Management/Administration, Banking and Finance or any related field from a recognized educational institution with 2 years of relevant work experience in administrative and/or secretarial work OR Diploma in Office Management, Business Management/Administration, Banking and Finance or any related field from a recognized educational institution with 3 years of relevant work experience in administrative and/or secretarial work
• Academic qualification in Health Diplomacy or International Relations will be an added advantage.
• Experience in providing administrative support in a Partnerships development or projects setting will be an added advantage.
• Experience in Office Management is mandatory
• Experience in planning and coordination of meetings with various stakeholders

Required Skills

• Excellent interpersonal skills
• Sound planning and organizational skills
• Effective communication ability (both verbal and written); sound drafting skills
• Ability to work in a multi-cultural environment
• Ability to give attention to details and to work effectively under pressure;
• Ability to organize and present data neatly and in an understandable and useful manner
• Proficiency in Microsoft Office (MS-Word, MS-Excel, MS-Power Point)
• Proficiency in English, 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) year, of which the first three (3) months will be considered as a probationary period. Thereafter, the contract may be renewed for a similar period subject to funding availability, satisfactory performance and agreed deliverables.

GENDER MAINSTREAMING:

Africa CDC 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   (GSA5 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 African Union .

How To Apply

Apply Link: https://jobs.au.int/job/Administrative-Assistant-ERSE-%28AfCDC%29/2603-en_US

Applications must be submitted no later than March 2, 2025 11h59 p.m. EAT.

Only candidates who meet all job requirements and are selected for interviews will be contacted.