Summary
Date Posted: Friday, December 02, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Senior Records Assistant
Location: Addis Ababa, Ethiopia
Organization: African Union

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

Organization Information
Reports to: Mail and Records Officer
Directorate/Department: Office of the Legal Counsel
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA3
Number of Positions: 1
Contract Type: Regular
Location: Addis Ababa, Ethiopia

Purpose of Job
Responsible for ensuring that in-coming and out-going mails are received and processed accordingly on a timely basis as well as for ensuring that a reliable and efficient filing system is maintained.

Main Functions
• Provide timely operational support
• Implement operational activities as scheduled and report.
• Assist in the follow up on logistical arrangements, activity implementation and provision of updates.
• Liaise effectively with internal and external stakeholders.
• Follow up meeting decisions and correspondence outcomes and ensure their implementation.
• Prepare routine office communication and assist in compiling data and information for reporting purposes.
• Assist in the creation, improvement and maintenance of record and retrieval systems
• Follow up on provision and maintenance of office facilities and materials.

Specific Responsibilities
• Receive, register, process and forward in-coming and out-going mail/correspondence to relevant addressee.
• Scan and digitize in-coming mail and records.
• Sort, organize, maintain, store and retrieve office records accurately.
• Create and ensure appropriate records electronically classification.
• Ensure records categorization according to the File Plan.
• File all physical files including personnel (open and confidential), financial, legal files, and ensure their safe custody.
• Ensure that accurate metadata elements of records are captured for upload onto the electronic records system for electronic filing.
• Create new folders and files and disposal of old files in accordance with the established retention schedule.
• Keep records safe and secure in a proper place.
• Maintain archives, ensure that files are properly stored and accessible
• Maintain a log of all outgoing files to ensure documents are returned in time.
• Service departmental meetings and ensure distribution of working documents to meeting participants.
• Ensure confidentiality and non-disclosure of records.
• Ensure that a reliable, accurate and efficient filing system is maintained in line with the Archives and Records Management Policy.
• Provide answers to queries by searching and retrieval of records.
• Maintain records system of files movements within the office; Academic Requirements and Relevant Experience
• A Bachelor's Degree in Office Management/Administration or Records Management from a recognized institution with 2 years relevant work experience in Registry/Records Management or clerical duties.
Or
• A Diploma in Office Management/Administration or Records Management from a recognized institution with 3 years relevant work experience in Registry/Records Management or clerical duties.

Required Skills
• Sound planning and organizational skills
• Excellent verbal and written communication skills.
• Capacity to work under pressure
• Time management capabilities
• Ability to maintain confidentiality and non-disclosure of information.
• Competence in the use of standard software such as MS Word, Excel, PowerPoint, etc.
• Ability to work in multi-cultural team
• Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic) and fluency in another AU language(s) is an added advantage

Leadership Competencies
• Developing others ....
• ..Flexibility
• ..Risk Awareness and Compliance

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;

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

Remuneration:
Indicative basic salary of US$ 11,071.00 (GSA3 Step1) per annum plus education allowance (100% of tuition and other education-related expenses for every eligible dependent up to a maximum of USD $3,300 per child per annum for recruited staff).

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
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