Administrative Assistant – Multilateral Environment Agreements (MEAs)

13 Jan 2023 Administrative Assistant – Multilateral Environment Agreements (MEAs) at African Union

• Analyses and maintains an overview of the Project’s work to ensure that timely administrative support is provided in general and specialized areas; • Provides support in the organization of meetings including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Project Office • Provides support for the up-keep of the Project Coordinator’s Diary, as required • Lliaise effectively with internal and external stakeholders on administrative matters of the Project (this includes in relation to facilities (office space and equipment), security and protocol items (security/ID badges and passports) with assistance from other support staff (ie Secretaries, Clerks and Mail Runners); • Liaises with the HR Management, Operations Support Services, Finance and Conference Management & Publication Directorates 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; interpretation, translation and venue arrangement issues respectively • Participates in the preparation, implementation and monitoring of budgets and liaise with the Finance Directorate on budgetary matters on behalf of the Project as required. • Ensures the timely sourcing and ordering stationery and office equipment for the Project. • Compiles information on staff official missions, various official trips and leave schedules for better information on staff presence and allocation of tasks. • Ensures the collection and maintenance of a database of special files. Create, update and maintain special files (of confidential nature or for closer access and use) through an organised filing system and maintains a records system for tracking purposes. • Ensures confidentiality of information and management records; • Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summary, reports, briefing papers, power point presentations and other documents as required; • Assists in preparation, quality control and compilation of Finance and Human Resources related documents. • Monitors meeting and correspondences outcomes and decisions and provide support in following up on their implementation; prepare update report for the Project Coordinator’s reference as need be. • Prepares and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes. • Provides communications support and assistance to ensure timely responses to inquiries, email and correspondences.