Join African Union and work as a Receptionist (US$ 12,834 salary/year plus benefits)
Closing Date: 4 October 2024
Join African Union and work as a Receptionist (US$ 12,834 salary/year plus benefits)
Purpose of Job
To fulfill the role of Receptionist at AU-SAFGRAD, you will be the initial point of contact for visitors, guests, and callers, ensuring a hospitable and efficient experience. Your responsibilities will encompass managing communication and administrative tasks proficiently, thereby contributing to the seamless operation of the office.
Main Functions
The Receptionist will undertake the following tasks:
. Greet guests on their arrival at the office.
. Guide visitors towards the appropriate person and office.
. Answer, screen and transfer incoming telephone calls and communications to recipients.
. Ensure reception area is tidy and presentable.
. Provide basic and accurate information over the phone and face-to-face.
. Receive, sort, record and distribute mail to recipients.
. Update calendars and plan meetings in consultation with the Office manager’s secretary.
. Prepare the final list and flight itinerary for participants attending the Office’s various workshops.
. File and photocopy documents.
. Greet visitors, face-to-face and over the phone; answer or ask questions.
. Guide visitors by keeping employee directories up to date; give instructions.
. Maintain telecommunication systems by following manufacturer’s instructions for telephone operation.
. Maintain a safe and clean reception area by complying with procedures, rules and regulations.
. Keep records of incoming and outgoing mail and courier deliveries.
. Perform messenger and liaison duties with external contacts.
. Maintain subsidiary records of telephone usage as needed.
. Provide support at meetings as required.
. Undertake data entry as required.
. Perform any other duties as assigned by supervisor.
Specific Responsibilities
Specific Responsibilities
. Provide a friendly and professional welcome to all visitors.
. Respond to inquiries from visitors regarding directions, schedules, and general information about the office.
. Manage incoming calls and direct them to the appropriate staff members, taking messages as necessary.
. Schedule appointments for meetings and ensure rooms are prepared accordingly.
. Follow security protocols and ensure visitors sign in and receive appropriate visitor passes.
. Assist with logistical arrangements for meetings.
. Provide general administrative support such as handling mail, maintaining records, and coordinating courier services.
Academic Requirements and Relevant Experience
. Minimum Diploma (Bac +2) or Bachelor (Bac + 3) Degree with three (3) and two (2) years in Secretarial Studies or Office management is required. A higher qualification would be an added advantage
. Experience working with an international organization will be an added advantage.
Required Skills
. Excellent interpersonal and communication skills.
. Good planning and organizational skills.
. Discretion in handling confidential information
. Communication, report writing and presentation skills
. Ability to successfully manage ambiguity
. Ability to work across business units / geographies; cultural sensitivity
. Knowledge in the use of Microsoft office suite
. Fluency in French. Knowledge of any other African Union working language will be an added advantage.
Leadership Competencies
Core Competencies
Building Relationship
Communicating with impact
Functional Competencies
Conceptual thinking:
Job Knowledge and information sharing
Drive for Results
Continuous Improvement Orientation
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.
Languages
Proficiency in one of the AU working languages (Arabic, English, French, Portuguese, Kiswahili and Spanish) is mandatory.
Renumeration
Indicative basic salary of US$ 12,834.00 (GSA4 Step1) per annum plus other related entitlements e.g. Post adjustment ( 55% 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.
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