Finance and Administrative Assistant Full Time

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: Water and Climate Adviser and Project Coordinator
Directorate/Department : Department of Agriculture, Rural Development, Blue Economy & Sustainable Environment (ARBE)
Division : Sustainable Environment and Blue Economy
Number of Direct Reports: 0
Number of Indirect Reports: 0
Number of Positions: 1
Job Grade: GSA5
Contract Type: Fixed Term
Location: Addis Ababa, Ethiopia

Purpose of Job

The African Union Commission (AUC) has secured funding from the European Union to implement the Blue Africa Transboundary Water Management Project. The programme intends to strengthen the African Water Architecture, which governs and anchors a continental water security agenda within broad developmental contexts and regional integration
The Specific Objective (Outcomes) of this Action are:
1.    Strengthen the continental water governance institutional frameworks (with its regional and national building blocks), notably on transboundary water cooperation;
2.    Stimulate investments in the African water agenda and improve financing for water priorities and transboundary investments, including in climate adaptation, natural resources management and nature-based solutions; and
3.    Develop further African benchmarking and monitoring tools on water security.
4.    Monitoring and reporting framework, prudent management of financial resources, and monitoring and evaluation

Main Functions

Under the direct supervision of Water and Climate Adviser and Project Coordinator, the Finance and Administrative Assistant will provide overall support in administration, financial management and logistics to the assist implementation of the project. S/he shall perform administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation and provide logistics arrangements for conferences, seminars, workshops and meetings. The work is carried out within the policies, rules and regulations of the AUC and close working contacts and liaison are maintained with the AUC related offices and departments (procurement, finance and administration affairs, etc.).

Specific Responsibilities

The specific duties of the Finance and Administration Assistant include and not limited to:
•    Prepares and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes.
•    Make necessary follow-up on administrative and finance matters involving various AU Departments and Directorates, and other offices;
•    Work with designated AU offices to ensure compliance with financial rules and regulations;
•    Assist in monitoring and reporting on financial transactions, ensure up-to-date filing and adherence to AU Financial Rules and Procedures;
•    Review of the financial documents and ensure that all payments, receipts and adjustments are adequately supported.
•    Provide comprehensive administrative support to ensure smooth operations of the Directorate, including specialized assistance in coordination and documentation.
•    Organize and coordinate programme events and meetings, handling logistics such as bookings, venue arrangements, and clerical support in collaboration with technical teams and AU departments.
•    Liaise with internal and external stakeholders to facilitate effective communication and resolution of administrative and financial matters.
•    Support procurement and travel processes, ensuring timely arrangements and compliance with AU procedures.
•    Manage office supplies and equipment needs, ensuring timely sourcing, ordering, and inventory tracking.

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•    Compile and maintain staff mission schedules, leave records, and travel plans to support task allocation and operational planning.
•    Maintain accurate and accessible records, including correspondence, reports, and official documentation in both digital and physical formats.
•    Draft and prepare official communications, including memos, letters, reports, executive summaries, and presentations for internal and external use.
•    Monitor outcomes of meetings and correspondence, follow up on action items, and provide regular updates to the Director.
•    Document departmental meetings, prepare minutes, and ensure proper filing and endorsement of records.
•    Coordinate with AU departments to follow up on administrative and financial matters, ensuring timely resolution and compliance.
•    Ensure adherence to AU financial rules and procedures, supporting audits and compliance checks as needed.
•    Assist in financial monitoring and reporting, including reviewing documents, processing transactions, and maintaining up-to-date financial records.
•    Perform additional duties as assigned by the Director to support the Directorate’s strategic and operational goals.

Academic Requirements and Relevant Experience

•    Bachelor’s Degree from a recognized university in any or combination in Business Administration, Finance, Accounting or related field with a minimum of two (2) years of experience in providing clerical and administrative support is required.
Or
•    A Diploma from a recognized university in any or combination in in Business Administration, Finance, Accounting or related field with a minimum of three (3) years of experience in providing clerical and administrative support is required.
•    General working knowledge of administrative and financial policies and procedures is required.
•    Proven experience of supporting development projects and working effectively with development partners, working with international organizations is desired.
•    Experience in Office Management
•    Experience in planning and coordination of meetings with various stakeholders
•    Work experience in SAP is an added advantage.

Required Skills

Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;
•    Good knowledge of accounting principles and practices – knowledge of AUC systems and practices is an advantage;
•    Ability to prepare preliminary reports and to draft correspondence;
•    Good communication skills, both orally and in writing and ability to communicate with people in a polite, courteous and cooperative manner;
•    Ability to organize own work and to work independently as well as work in a team;
•    Ability to work under pressure and to meet the deadline;
•    Must demonstrate responsible behaviour and attention to detail;
•    Proficiency in MS Office suite package
•    Proficiency in one of the AU working languages is required, fluency in another AU language and or English in particular is an added advantage.

Core Competencies

Functional Competencies

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GENDER MAINSTREAMING:
The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.

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.

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 Commission.

How To Apply

Applications must be submitted no later than October 7, 2025  11h59 p.m. EAT.

Apply Link: https://jobs.au.int/job/Finance-and-Administrative-Assistant-%28ARBE%29/2826-en_US

– 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)