JOB MISSION
• To provide the ITUC-Africa administration with discreet, professional assistance to organise their work, maximize their performance and efficiency, facilitate communication and information sharing in view of best practices and with a concern for quality, efficiency, accuracy and cost awareness.
• To assist communication between the General Secretary and staff, and with others outside the organisation.

JOB DESCRIPTION
Responsibilities
• manage own and GS e-mails, calendar, correspondence and requests for information in English and French;
• screen and handle telephone calls, e-mails and correspondence to conclusion, assess priorities, follow up on them depending on urgency and priorities, ensure internal distribution to the concerned staff;
• screen letters and emails, highlight points of interest for the attention of the General Secretary and answer them within assigned authority;
• alert the General secretary on issues requiring attention;
• process all kinds of letters, documents, memos, tables, presentations, listings and collect signatures including basic translations and ensuring accuracy;
• respond to inquiries from affiliates, external offices, general public within allocated responsibilities; provide required information or refer to the person(s) concerned;
• provide practical support for the organisation of meetings including ticketing, events and missions
• provide administrative and logistical support to ITUC-Africa leadership meetings, including taking minutes, and support coordinators in the organisation and execution of their activities (sending invitations; collecting nominations; responding to participants’ queries; logistical support;
• facilitate internal as well as external communication and information to provide reliable information and data on time;
• file and archive documents, letters and publications or transfer them to General Services for registration and filing;
• welcome and look after VIP visitors, ensuring a positive image is left with visitors and contacts by being attentive, courteous and professional at all times;
• support GS in projects, reports and publications (coordination of the process, translation, proofreading, insert changes etc);

Qualifications, skills and experience required

Professional and technical competencies
• Professional/technical expertise in administrative management support; good understanding of the roles and responsibilities of the General Secretary
• ICT skills: standard tools in office application (CRM, word, excel, dbase, powerpoint, e-mail and internet) and specific software applications related to own field of competence
• Planning and work organisation
• Information seeking and sharing – data and document management
• Analytical, problem-solving and judgment skills

Communication and linguistic skills
• Listening and communication skills
• Accurate writing skills in English and French
• Fluency and excellent writing and verbal skills in English and Frenceh
• Knowledge of Portuguese and experience in project management are strong assets.

Personal attitudes
• Service orientation
• Team-work and co-operation
• Spirit and commitment to solidarity, democracy, equality and social justice
• Spirit and commitment to trade union movement and organisational alignment
• Integrity and discretion
• Relationship building
• Cultural awareness and respect for diversity in a multicultural work context

Closing date: 11 September 2023, 17:00 GMT

Applications: Diplomas/certificates, CV and motivation letter should be sent in English and French to info@ituc-africa.org

Issue on 4th September 2023